Executive Assistant

Executive Assistant

We are seeking a sharp, reliable, and highly organized Executive Assistant to support both company leadership and its growing client base. This is a hybrid executive support and client-facing role. The Executive Assistant will help keep leadership organized and operations running smoothly while also serving as a first point of contact for client questions and administrative needs. The ideal candidate is proactive, detail-oriented, polished, and capable of communicating professionally with compliance and risk professionals at U.S.-based financial institutions. This person should be comfortable taking ownership of responsibilities, following through without repeated direction, and ensuring that important client and internal tasks do not fall through the cracks.

Executive & Administrative Support

• Provide day-to-day administrative support to the founding and leadership team.
• Manage executive calendars and coordinate meetings across multiple time zones.
• Organize schedules, appointments, and internal and external commitments.
• Take detailed notes during internal and client meetings.
• Document and distribute action items following meetings.
• Track outstanding tasks and follow up with responsible parties as needed.
• Assist with executive email and general communication organization.
• Support recurring operational and administrative workflows.
• Maintain organized digital files, records, and documentation.
• Assist with invoice tracking and light bookkeeping-related administrative support.
• Conduct research, data entry, and other special projects as needed.
• Anticipate administrative needs and proactively help leadership stay organized and focused.

Client Support

• Serve as a first point of contact for client questions through email and designated support channels.
• Communicate professionally with U.S.-based financial services clients.
• Triage incoming support requests and resolve routine questions independently.
• Escalate technical or complex issues to the appropriate team member with clear and complete context.
• Track open client requests and ensure timely follow-up through resolution.
• Maintain a high standard of responsiveness and professionalism in all client interactions.
• Help ensure clients remain informed throughout the support process.

Client Onboarding & Coordination

• Support new client onboarding activities.
• Assist with account setup, data entry, and document organization.
• Track onboarding requirements and outstanding client deliverables.
• Follow up with clients to collect missing information or documentation.
• Help prepare and format questionnaires, reports, templates, and other client-facing materials.
• Coordinate internally to ensure onboarding tasks are completed accurately and on time.

CRM & Data Management

• Maintain accurate and current client records within the CRM.
• Enter and update client information consistently.
• Keep records organized and ensure important details are properly documented.
• Track open client items, follow-ups, and outstanding action items.
• Help maintain clean, reliable data across administrative and client support systems.

Operational Support

• Assist with document filing and organization.
• Support recurring administrative processes and internal workflows.
• Identify missing information, inconsistencies, or outstanding tasks before they become larger issues.
• Help document processes and improve administrative organization as the company scales.
• Take ownership of miscellaneous operational projects as business needs evolve.

Required Qualifications

• 2+ years of experience in executive assistance, administrative support, customer support, client success, or another relevant client-facing role.
• Excellent written and spoken English.
• Strong professional communication skills when interacting with U.S.-based clients.
• Exceptional organizational skills and attention to detail.
• Strong follow-through and ability to manage multiple open tasks simultaneously.
• Experience managing calendars and coordinating meetings.
• Comfortable taking meeting notes and tracking action items.
• Ability to work independently after receiving initial direction.
• Strong judgment regarding when to resolve an issue independently versus escalate it.
• Comfortable performing research, data entry, documentation, and administrative tasks.
• Proficiency with Google Workspace, including Gmail, Calendar, Docs, and Sheets.
• Reliable high-speed internet and a quiet, professional remote working environment.
• Full-time availability during U.S. business hours.

Preferred Qualifications

• Previous experience working directly with U.S.-based companies or clients.
• Experience supporting founders, executives, or senior leadership.
• Previous experience within a SaaS, software, or technology company.
• Familiarity with help desk platforms, shared inboxes, and customer support systems.
• Experience working with CRM platforms.
• Exposure to financial services, fintech, banking, lending, insurance, compliance, risk, or professional services.
• Experience supporting client onboarding processes.
• Familiarity with AI tools and an interest in using technology to improve administrative efficiency.
• Experience in an early-stage or fast-growing company environment.

Tools & Software

Candidates should have experience with or be comfortable learning:

• Google Workspace
• CRM platforms
• Help desk and customer support software
• Shared inbox tools
• Calendar and scheduling platforms
• Video conferencing and team communication tools
• AI productivity tools
• Spreadsheet and document management systems

Ideal Candidate Profile

The ideal candidate is a highly dependable Executive Assistant who combines strong administrative organization with polished client communication. They notice small details, keep track of open items, and follow through without needing repeated reminders. They are comfortable working directly with founders while also communicating with sophisticated U.S.-based clients in regulated industries. Because the role combines executive assistance with client support, this person should enjoy variety and be equally comfortable organizing a leadership calendar, preparing meeting notes, updating CRM records, following up with a client, or coordinating an onboarding task. Most importantly, they are a self-starter who asks thoughtful questions when necessary and then takes ownership of getting the work done.

Success Metrics

Success in this role will be measured through:

• Accuracy and organization of executive calendars and administrative responsibilities.
• Timeliness and professionalism of client communication.
• Response and resolution times for client support requests.
• Accuracy and completeness of CRM and client records.
• Successful coordination of client onboarding activities.
• Consistent follow-through on open client and internal action items.
• Quality of meeting notes and action-item tracking.
• Reduction in administrative workload for company leadership.
• Accuracy of documentation and client-facing materials.
• Ability to independently manage recurring responsibilities.
• Overall reliability, attention to detail, professionalism, and ownership.