Executive Assistant

WHO WE ARE

Apex Fintech Solutions (AFS) powers innovation and the future of digital wealth management by processing millions of transactions daily, to simplify, automate, and facilitate access to financial markets for all. Our robust suite of fintech solutions enables us to support clients such as Stash, Betterment, SoFi, and Webull, and more than 20 million of our clients' customers. 

Collectively, AFS creates an environment in which companies with the biggest ideas in fintech are empowered to change the world. As a global organization, we have offices in Austin, Dallas, Chicago, New York, Portland, Belfast, and Manila.

If you are seeking a fast-paced and entrepreneurial environment where you'll have the opportunity to make an immediate impact, and you have the guts to change everything, this is the place for you. 

AFS has received a number of prestigious industry awards, including:

• 2021, 2020, 2019, and 2018 Best Wealth Management Company - presented by Fintech Breakthrough Awards

• 2021 Most Innovative Companies - presented by Fast Company

• 2021 Best API & Best Trading Technology - presented by Global Fintech Awards

ABOUT THIS ROLE

We are seeking an organized, proactive, and detail-oriented Executive Assistant to join our team. The role will help assigned Compliance and Legal executives and senior management perform their daily tasks and administrative responsibilities. Our executive support team serve as subject matter experts (SMEs) in expenses, travel reservations, and/or calendar management. Additionally, this role will support the Compliance and Legal programs and teams. This role requires strong leadership skills, exceptional communication abilities, and the capacity to manage a variety of tasks in a fast-paced environment. The Executive Assistant will play a pivotal role in supporting teams and contributing to overall organizational success.

Duties/Responsibilities

• Provide high-level administrative support to senior executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.

• Prepare and edit correspondence, reports, presentations, and other documents as needed.

• Act as a facilitator, managing the flow of information and communication between the executive and other departments, clients, and external partners.

• Plan, organize, and execute events, meetings, and conferences, ensuring all logistics are handled efficiently.

• Conduct research, compile data, and prepare materials for meetings, presentations, and reports.

• Liaise with other executive assistants and administrative staff to ensure cohesive and efficient office operations.

• Assist in the preparation of key meetings, including the distribution of materials and the preparation of meeting minutes.

• Manage special projects and initiatives as assigned by the executive, ensuring timely completion and adherence to objectives.

• Maintain and organize electronic and paper files, ensuring ease of access and retrieval.

• Handle confidential and sensitive information with discretion and integrity.

• Anticipate the needs of the assigned executive(s) and proactively address issues before they arise.

• Provide personal assistance to the assigned executive(s) as needed, including managing personal appointments and tasks.

Education and/or Experience

• High School Diploma or GED required; associate's degree in Business Administration, Communications, or a related field preferred

• 5+ years of experience as an executive assistant or in a similar administrative role, preferably supporting senior executives

• Strong, high volume, multi-calendar management experience required

Required Skills/Abilities

• Professional demeanor and a positive attitude

• Strong written and verbal communication skills

• Must be able to multitask and prioritize effectively

• Extremely detailed oriented, organized, and has excellent follow-through skills

• Ability to work independently and as part of a team

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software

• Must be flexible and able to manage a constantly changing schedule and adapt to various working conditions

• High degree of integrity in handling and processing confidential and sensitive information.

Work Environment

• This job operates in an office environment 3 days per week.

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