Executive Assistant - Billing

Job description

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 Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM