Executive Assistant

Billtrust; Nashville (TN); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Billtrust in Nashville, TN is seeking an Executive Assistant to be a trusted partner to senior leaders. This hybrid role (3 days in-office) requires exceptional organization, discretion, and the ability to manage complex schedules and travel with minimal supervision.

The ideal candidate has 5+ years of executive support experience, strong MS Office skills, and comfort using AI tools to optimize scheduling and workflow.

Qualifications

• 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.
• Demonstrated ability to use AI tools to improve scheduling efficiency and administrative workflow.

Responsibilities

• Proactively manage executive calendars and coordinate meetings.
• Arrange meetings, confirm rooms, arrange catering, schedule off-sites, and prepare 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.

Skills

Calendar management

Travel coordination

Discretion

Communication

AI scheduling tools

Tools

Microsoft Office

Google Suite

Slack/Zoom

Job description

Who We Are

Finance leaders choose Billtrust to get paid faster, control costs, and maximize customer satisfaction. As the leader in B2B accounts receivable workflow and payment software, we provide the world’s leading brands with AI-powered solutions across the full AR lifecycle—from invoice presentment and payment processing to cash application and collections. With over 2,600 global customers, more than $1 trillion in invoice dollars processed, and a proprietary network of 13 million buyers, Billtrust delivers business value through deep industry expertise and a culture relentlessly focused on meaningful customer outcomes.

We’re an AI-first company, not just in what we build for our customers, but in how we work. Across every function, our teams use AI tools daily to work faster, make better decisions, and deliver higher-quality outcomes. We hire exceptional people, give them cutting‑edge AI capabilities, and measure success by the impact they create. If you want to do the best work of your career at the frontier of AI and fintech, Billtrust is the place to do it.

Our Values

Customers

We relentlessly increase value for customer and do the right thing for them.

Action

We make ‘thoughtfully fast’ decisions, act quickly, cut through red tape, deliver progress not perfection, take ownership and accountability.

Team Spirit

We put the team ahead of ourselves, foster trust and respect, collaborate with passion, despise toxic politics, value our differences, and celebrate together.

Innovation

We challenge the status quo, experiment thoughtfully, and are novel and brilliant in what we create.

Excellence

We love to win, but we hate losing even more. We aspire to be the best and take pride in our work. When we fall short, we own it and come back stronger.

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.

What You’ll Get

At Billtrust, we believe your total rewards should reflect the impact you make. Our benefits package includes comprehensive health coverage, competitive retirement, generous PTO and parental leave, flexible work options, and meaningful investment in your professional development. We’re building something special and we want you to feel supported while doing it.

At Billtrust, we value an equitable and inclusive work environment and strive to build and foster diverse teams. Even if your work experience doesn’t align exactly with the position requirements, we’d still love to hear from you. You may just be the right candidate for this or other roles.

We are committed to building a team that represents a variety of diverse backgrounds, perspectives, and skills. We are proud to be an equal opportunity workplace that celebrates and supports diversity and inclusion. We make all employment and related decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, age, or any other status protected by law.