Executive Assistant

Humantold • US,

6h • $0 - $40,000 • Remote

About The Position

The Executive Assistant (EA) serves as the operational and administrative partner to the Care Coordinators within the Client Experience Team. This role focuses heavily on backend administrative support, email-based communication, documentation management, system updates, auditing, and workflow coordination to ensure smooth department operations and a seamless client experience.

Requirements

• Minimum 2 years of relevant customer service experience
• Strong computer skills, including proficiency with Google Docs, Freshdesk, and AMD
• Comfortable with Teams meetings (camera required)
• Ability to multitask, prioritize, and manage time effectively
• Excellent verbal, written, and interpersonal communication skills
• Strong attention to detail and organizational skills
• Positive, empathetic, and professional attitude
• Ability to work well independently and as part of a team
• Adaptability to a dynamic, fast-paced work environment
• High school diploma or equivalent required
• Must have personal equipment: reliable phone, monitor, and high-speed internet

Responsibilities

• Support Care Coordinators through backend administrative task management
• Manage voicemail and texting triage, assigning items to Care Coordinators as needed
• Create and maintain client charts
• Maintain incident-to-supervisor logs and internal tracking systems
• Maintain reminder tracking sheets and therapist follow-up systems
• Audit confirmations to ensure details are complete and accurate
• Review consent forms and ROI documentation for validity and completeness
• Email clients regarding missing information or corrections needed
• Process records requests following internal verification procedures
• Coordinate dispute documentation and chargeback support
• Maintain accurate and organized client records within systems
• Send communications regarding updated credit card information
• Update payment systems
• Support collections communications and Payment Plan processing
• Verify eligibility and coordinate Financial Assistance Program (FAP) enrollment communications
• Record approved fee reductions in systems
• Coordinate with billing teams regarding client financial workflows
• Support Clinician Meet & Greet coordination and hosting logistics
• Help maintain visibility and continuity through Freshdesk and shared communication systems
• Collaborate closely with Care Coordinators and leadership

Benefits

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Life Insurance
• 10 PTO Days + 8 Sick Days
• Collaborative, supportive work culture

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED