Administrative Assistant (Executive)

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 eager and highly organized Administrative Assistant (Executive) to join our administrative team. The primary responsibility of this role is calendar management, coordinating internal and external meetings. The ideal candidate thrives in a fast-paced environment, has a proactive mindset, and possesses exceptional communication skills. This role also includes some personal scheduling tasks, requiring exceptional attention to detail, professionalism, and time management skills. 

Duties/Responsibilities​

• Directly supports the CEO with calendar management, prioritizing and coordinating multiple complex calendars across time zones with precision. 

• Booking airline tickets, lodging/accommodations, restaurants and other travel arrangements 

• Ensure all meetings are logistically sound, including the booking of venues and conference rooms, defining clear connection methods (e.g. Zoom, in-person, etc.), confirming off-site appointments, and coordinating travel arrangements as needed. 

• Acts as a gatekeeper to streamline the CEO’s time by managing access and scheduling priorities. 

• Effective intake/organization system to manage high volume of requests that also leads to prompt, professional communication with a vast range of stakeholders including clients, prospects, and internal colleagues.  

• Collaborate and liaise with a group of administrative peers of other leadership team (LT) members to find quick solutions and share best practices. 

• Support the Lead Program Manager to CEO on a variety of initiatives, such as: execution of high priority events, like Board of Director meetings, Quarterly Business Reviews, etc. 

• Prepare materials, documents, and reports

• Other duties as assigned

Education and/or Experience

• High school diploma (or equivalent experience) required; Associate's degree preferred

• 3+ years Administrative Assistant, Executive Assistant, or in a similar role with a strong focus on calendar and schedule management. 

• Experience working with Microsoft 365 (e.g. Outlook, Word, Powerpoint, Excel)

• Experience working with Workday expense management and Deem travel systems preferred

• Preferred candidates may also have one or more of the following certifications: Certified Administrative Professional (CAP), Professional Administrative Certification of Excellence (PACE), Administrative Assistant Certification (CAA), Administrative Support Certificate Level II - Administrative Specialty, and/or Administrative Assistant Certificate Program (AACP)

Required Skills/Abilities

• Exceptional organizational skills and a proactive mindset with the ability to prioritize competing requests and multitask. 

• Strong interpersonal and communication skills to handle scheduling requests diplomatically and professionally. 

• Proficiency in scheduling tools and software such as Microsoft Outlook and Zoom. 

• High degree of confidentiality, with a commitment to integrity and professionalism. 

Work Environment

• This job operates in a hybrid, office e