Executive Assistant – Office Manager

Role Overview

• Provide comprehensive administrative and logistical support to senior executives, including complex calendar management, scheduling across time zones, and prioritization of meetings.
• Act as a trusted partner to executives by anticipating needs, managing priorities, and handling sensitive and confidential information with the highest level of discretion.
• Prepare, submit, and track expense reports accurately and on time for supported executives.
• Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.
• Assist with special projects, internal communications, and cross-functional coordination on behalf of executives.
• Support Board of Directors activities, including scheduling board and committee meetings, coordinating logistics, preparing and distributing materials, and assisting with agendas and follow-ups.
• Prepare agendas, presentations, reports, and meeting materials for executive and board meetings.
• Serve as the primary on-site point of contact for the Nashville office, ensuring smooth day-to-day operations.
• Manage office facilities, vendors, supplies, and services (including building management, cleaning, IT coordination, and catering).
• Coordinate on-site meetings, events, employee visits, and team gatherings.
• Partner with People Operations, IT, and Facilities teams to support onboarding, offboarding, and employee experience initiatives.
• Ensure the office is consistently welcoming, organized, and aligned with company standards and culture.

Requirements

• 5+ years of experience in an Office Manager, Executive Assistant, or similar administrative role.
• Experience supporting senior executives in a dynamic, growing organization.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and emotional intelligence.
• Proficiency with Microsoft Office, Google Workspace, and collaboration tools (e.g., Slack, Zoom).
• Ability to work independently, anticipate needs, and solve problems proactively.

Benefits

• Work from Anywhere: Your home, a coffee shop, a company paid WeWork
• A Culture that Lives its Values: Our values are not just words or window dressing, they guide our decisions
• big and small
• each and every day.
• Flexible Working Hours: We support your lifestyle
• the results are what count.
• Open PTO: Work-life balance is important. We believe in giving our employees time to truly relax and recharge.
• Sabbatical: A paid leave to reward longevity and commitment to Billtrust.
• Paid Parental Leave: To promote parent-child bonding and increase gender equity at home and in the workplace.
• Opportunities for Growth: Professional development can take many shapes. Join one of our seven ERGs or participate in our Mentor-Mentee, and Leadership development programs
• we foster an environment where all employees can grow.
• Recognition: From Billtrust Bucks and CEO Shoutouts to Culture Champion and CEO Excellence Awards, our employees are recognized for hard work and outcomes achieved.
• Benefits: Medical, dental, vision, 401(k) with company match, short-term and long-term disability, flexible spending accounts, HSA, and life, cancer, and AD&D insurance.
• Minimal Bureaucracy: An entrepreneurial environment of ownership and accountability allows you to get work done.