Executive Assistant

Job Summary    

The Executive Administrative Assistant will be tasked with supporting all the conventional aspects of daily operations (e.g., calendars, e-mail, travel, meetings, calls, etc.), and interacts regularly with executive leadership and the Board of Directors.  This role requires a strong administrator with good judgment, an eye for accuracy, a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the organization.  

This is a remote role based in the Atlanta Georgia Area

Essential Functions and Responsibilities:  

• Manage calendars and arrange meetings based on leader preferences (which may be physical, telephonic, or video conference) including communication, material preparation, and follow up. 

• Maintain the overall calendar of many key corporate events: Board, investor relations, Quarterly Business Reviews, etc.    

• Arrange domestic and international travel, including coordinating materials, facilities, and transportation, with adjustments as needed  

• Act as a direct link between executives and their direct reports and other employees as needed. 

• Thoughtfully handle various inbound inquiries from employees, board members, and outside investors.       

• Compile receipts and reconcile credit card statements (including currency conversion) and prepare and complete expense reports. 

• Assist in planning events within and outside of the office managing all aspects including invitations, speakers, catering, entertainment, hotel accommodations, and transportation. 

• Build key relationships and partner with key company leaders and other executive assistants, as well as contractors, suppliers, and vendors. 

• Act as a team player and provide support and coverage to other members of our Executive Admin team as needed. 

• Represent Bottomline’s CFO, CHRO, and CIO via phone and email to audiences including employees, board members, and outside investors.   

• Assist with preparing and editing quarterly Board of Director and Audit Committee packages and materials   

• Assist in monitoring e-mail accounts by reviewing incoming and sent e-mails, responding on other’s behalf when appropriate, and keeping contacts current. Experience with contact management software desirable, but not required.     

Required Experience & Qualifications 

• Bachelor’s degree or 3+ years of relevant experience in executive support 

• Exceptional attention to detail, professionalism, ability to manage multiple priorities effectively and work independently  

• Capable of managing sensitive and confidential information 

• Ability to be agile and flexible in a changing work environment with shifting and competing priorities  

• Capable of proactively anticipating executive needs and providing service levels that exceed expectations. 

• Ability to work independently and collaboratively 

• Experience managing calendars and scheduling travel arrangements. 

• Polished professional who operates with grace, humor, and resilience under pressure  

• Self-starter who can effectively work in a remote environment and successfully engage with leadership.  

• Possess a tremendous amount of initiative and is exceptional at spotting and seizing opportunities.   

• Persists in accomplishing objectives despite obstacles and setbacks 

• Knowledge of company operations, policies, and procedures.   

• Proficient with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, etc). 

Preferred Experience & Qualifications 

• Previous experience in one or more Coordinator roles and/or Project Coordination roles 

• Project Management Skills including organization, planning and execution.   

• Experience with contact management software desirable, but not required.