About the Role 

This is a hybrid role out of our Nashville, TN hub office.

The Executive Assistant is a critical role responsible for acting as a seamless extension of senior executives at Billtrust, building effective working relationships inside and outside the company. A good sense of humor is essential in this role, as is flexibility. You will need to complete complex tasks and projects quickly, react with appropriate urgency to emerging situations, and take effective action in ambiguous circumstances without always knowing the full picture. 

The ideal candidate is self-driven, highly organized, and comfortable operating with minimal oversight in a fast-paced environment. You will serve as a trusted partner to leadership—managing high-volume schedules, coordinating complex travel, and handling sensitive information with discretion—while continuously looking for opportunities to improve efficiency and scale across the team. 

What You’ll Do 

Executive Calendar & Schedule Management 

• Proactively organize and maintain multiple Google calendars, prioritizing and coordinating high-volume and ever-changing schedules. 
• Coordinate meetings including confirming conference rooms, arranging catering when needed, scheduling off-sites, and preparing presentations. 
• Understand business priorities and identify process improvements to create efficiency and scale for the leadership team. 
• Use AI tools to streamline scheduling, anticipate conflicts, and improve calendar management efficiency. 
• Other duties as assigned. 

Travel, Expenses & Confidential Support 

• Coordinate domestic and international travel in compliance with existing policies and procedures, ensuring effective use of time and resources. 
• Process expense reports and maintain and reconcile company credit cards. 
• Serve as a confidential liaison on highly sensitive issues between members of the Executive Management Team. 

Cross-Functional Collaboration & Continuous Improvement 

• Cooperatively work with other Executive Assistants and team members to ensure seamless administrative coverage across leadership. 
• React with appropriate urgency to emerging situations, taking effective action without always having the complete picture. 
• Handle all confidential information with integrity and absolute discretion in dealings with professionals inside and outside the company. 

What You’ll Bring 

Required Skills: 

• Located in Nashville, TN, and able to work hybrid (3 days per week) out of our Nashville office.
• 5+ years of working experience in an executive support or administrative role. 
• Strong working knowledge of Microsoft Office, including Word, Excel, and PowerPoint. 
• Professional polish with the ability to demonstrate grace and composure under pressure. 
• Exceptional written and verbal communication skills. 
• Superior planning, time management, and organizational skills. 
• Integrity and discretion in handling confidential information and in dealing with professionals at all levels. 
• Demonstrated ability to use AI tools to improve scheduling efficiency and administrative workflow. 

Preferred Skills: 

• Familiarity with Google Suite and collaboration tools such as Slack and Zoom. 
• Experience supporting C-level executives in a fast-paced, growing company. 
• Comfort using AI tools to automate routine tasks and improve executive support quality.