Executive Assistant - Billing

Role Overview

We are hiring a full-time Executive Assistant to support Partners at a high-standards, white-glove professional services firm operating in private credit / debt brokerage for high-growth companies. This role is Executive Assistant–first (not social media). You will act as a central execution and coordination point across communications, scheduling, materials preparation, CRM upkeep and partner task tracking.

Accuracy, responsiveness and judgment are critical this is a client-facing environment with no margin for careless errors. The firm leverages automation and AI-native workflows, but this role exists to ensure a human, high-touch experience for clients, lenders, and partners.

Core Responsibilities

Client & Lender Correspondence (High Priority)

● Manage inbound and outbound communication across WhatsApp, email, and Slack

● Draft clear, professional messages on behalf of Partners

● Track ongoing threads and ensure timely follow-ups

● Maintain a polished, white-glove tone across all external communications

● Escalate time-sensitive or high-risk items appropriately

Calendar & Scheduling Management (High Priority)

● Own end-to-end scheduling for meetings and calls with clients, lenders, and internal partners

● Coordinate across time zones, manage reschedules, and send confirmations/reminders

● Ensure calendars are clean, current, and prioritized

● Prepare Partners in advance with agendas, links, and required materials

Meeting Materials, Pitch Materials & Presentations (High Priority)

● Prepare and refine meeting decks, pitch materials, and presentation documents

● Build professional, executive-level slides for:

○ Client presentations

○ Lender discussions

○ Board / internal strategy meetings

● Work in PowerPoint, Google Slides and/or Canva (must export cleanly to PowerPoint)

● Ensure consistency in formatting, charts, tables, and narrative flow

CRM Updates & Pipeline Hygiene (High Priority)

● Keep CRM records accurate and up to date (contacts, notes, activities, follow-ups)

● Log communication and meeting outcomes where required

● Support light pipeline tracking so nothing falls through the cracks

Partner Task Tracking & Weekly Execution (High Priority)

● Track Partners’ weekly to-dos and priorities

● Maintain a clear task system with owners and deadlines

● Convert meeting outcomes into actionable next steps

● Proactively follow up to keep work moving and reduce Partner bottlenecks Working Style Expectations

● White-glove execution: precise, polished, client-ready work at all times

● High ownership: anticipates needs and follows through without being chased

● Detail-oriented: errors in comms, decks or scheduling are not acceptable

● Process-minded: comfortable working alongside automation and improving workflows

● Confidential & discreet: trusted with sensitive financial and client information

Required Qualifications

• 3–5+ years experience as an Executive Assistant or senior administrative support role
• Strong written English with professional, client-facing tone
• Proven experience managing executive calendars and scheduling complex meetings
• Strong presentation skills (PowerPoint / Google Slides); able to make content investor or client-ready
• Experience maintaining CRMs accurately and consistently
• Highly organized, proactive, and dependable

Preferred Qualifications

• Background in finance, private credit, investment banking, PE/VC, fintech, or professional services
• Experience supporting founders or senior partners in a small, fast-moving team
• Comfort working with data-heavy or finance-style presentations
• Familiarity with AI tools and automated workflows (e.g., ChatGPT, AI research tools)

Tools & Channels

• WhatsApp, Email, Slack
• CRM system (e.g., HubSpot, Salesforce, Airtable, or similar)
• PowerPoint, Google Slides, Canva
• Task and project tracking tools (Notion, Asana, ClickUp, Trello, or similar)

What Success Looks Like (First 60 Days)

• Partner calendars run smoothly with fewer interruptions and no missed meetings
• Client and lender communications are timely, professional and well-tracked
• CRM data is clean, reliable and current
• Weekly priorities are visible, tracked and executed consistently
• Presentations require minimal revision and are meeting-ready on first pass