Executive Assistant/Office Manager

Billtrust US Careers•Nashville, TN

2d•$115,000 - $125,000•Onsite

About The Position

Billttrust is looking for a highly organized, proactive, and experienced Executive Assistant / Office Manager to play a pivotal role at the heart of our leadership team and Nashville office. This is a unique opportunity for someone who thrives in a fast-moving environment, loves bringing order to complexity, and takes pride in being a trusted partner to senior leaders while also creating an exceptional in-office experience. In this role, you’ll provide primary administrative support to senior executives and the Board, while also serving as the operational anchor and culture carrier for our Nashville office. If you’re energized by anticipating needs, managing competing priorities with ease, and ensuring everything (from executive meetings to office operations) runs seamlessly, this role was made for you! This position is based in our Nashville office.

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.

Responsibilities

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.

Benefits

Work from Anywhere: Your home, a coffee shop, a company paid WeWork.... you decide!
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.