Executive Assistant/Office Manager

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.

What You'll Do: 

Executive & Board Support

• 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.

Board of Directors Support

• 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.

Office & Workplace Operations

• 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.

What You'll Bring to the Team:

• 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.

The expected base salary range for this position is $115,000 - $125,000 annually.