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. Role Type ● Full-Time (40 hours/week) ● Long-term, growth-oriented role ● Time zone overlap with UK / Europe preferred (closer overlap is a plus) 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 investoror 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