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