Executive Assistant to Chief Executive Officer (Tampa) Job at Bill360 in Tampa
Bill360, Tampa, FL, US
Executive Assistant to Chief Executive Officer
Bill360, Inc. is a fastgrowing financial technology company developing cloudnative software that automates critical financial processes. We are seeking a highly capable, discreet, and proactive Executive Assistant to the CEO and President to serve as a trusted partner at the highest level of the organization.
Overview
In this role, you will manage complex executive and boardrelated workflows, coordinate highstakes meetings and communications, support governance and investor interactions, and handle sensitive and confidential matters with professionalism and precision. You will act as a central hub across leadership, legal, and operational functions, ensuring seamless execution and informed decisionmaking.
Key Responsibilities
- Serve as the primary point of contact and liaison between the CEO, President, Board of Directors, investors, and internal/external stakeholders.
- Anticipate executive needs and proactively manage priorities, schedules, and deliverables.
- Exercise sound judgment and discretion in handling confidential and sensitive information.
- Coordinate all aspects of Board of Directors and investor meetings, including scheduling and logistics, drafting agendas and meeting materials, compiling and distributing board decks, recording and maintaining accurate meeting minutes and followup action items, and assisting with governancerelated documentation, compliance tracking, and record retention.
- Support legal and executive initiatives by organizing, drafting, proofreading, and managing complex documents, contracts, presentations, and reports.
- Assist with special projects that require strong research, documentation, and crossfunctional coordination.
- Collect, prepare, and synthesize information for executive meetings with internal teams and external partners.
- Coordinate domestic and international travel, including commercial and private air travel for the CEO and Board members.
- Prepare and reconcile expense reports and travel documentation.
- Screen and manage phone calls, emails, and correspondence on behalf of executives.
- Organize meetings, conferences, and special events, ensuring agendas, materials, and logistics are wellexecuted.
- Maintain systems and processes that improve efficiency, communication, and followthrough within the executive office.
- Perform other tasks and responsibilities as requested by the CEO and President to support organizational leadership and effectiveness.
Qualifications
- Proven experience supporting Clevel executives in an Executive Assistant, Senior Administrative, or comparable role.
- Exceptional organizational, time management, and prioritization skills.
- Strong written and verbal communication skills with a polished, professional presence.
- High degree of discretion and integrity when handling confidential information.
- Ability to work independently, anticipate needs, and adapt quickly in a dynamic, highpressure environment.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and modern video conferencing tools.
Preferred (Strongly)
- Background as a paralegal or legal assistant in a law firm or corporate legal department.
- Experience supporting Boards of Directors, investors, or executive leadership in regulated or highcompliance environments.
- Familiarity with legal documentation, contracts, governance materials, and records management.
- Strong research, document drafting, and proofreading skills.
Employment Details
Location: Tampa, FL (Greater Tampa Bay Area)
Salary: $80,000.00$90,000.00
Employment type: Fulltime
Seniority level: Associate
Job function: Administrative