Administrative Assistant

Who We Are Apex Fintech Solutions (Apex) powers innovation and the future of digital wealth management by building tech-forward solutions that help simplify, automate, and facilitate access to financial markets for all. Our robust suite of fintech software enables us to support clients such as Stash, Betterment, SoFi, Webull, and eToro, amongst many others; collectively, Apex powers access to the stock market for over 22+ million end customers. At Apex, we are changing how the securities industry operates by reinventing the status quo, which was manual, slow, and accessible only by the ultra-wealthy. We’re digitizing and democratizing systems so that everyone has an opportunity to invest. When you’re at Apex, you drive this change. You’re part of a global team with a clear vision: to be the trusted technology that powers the digital economy. Our offices in Austin, Dallas, Chicago, New York, Portland, Belfast, and Manila are home to over 1,000 employees. Together, we’re shaping the future of financial innovation. Embrace change. Solve big. Win together. And be G.R.E.A.T. — grit, results, empathy, accountability, and teamwork — with Apex. We’re proud to be recognized for the innovative work we do, the purpose-driven nature of our work, and the collaborative culture we’ve created. Here are just a few of the many awards we’ve recently received: Best Places to Work – 2026, 2025, 2024, 2023 - Presented by BuiltIn WealthTech of the Year – 2025 - Presented by US FinTech Awards The World’s Top 250 Fintech Companies – 2024 - Presented by CNBC About This Role The Senior Executive Assistant to the Commercial Organization (sales, business development, communications, and marketing) is well-organized, detail‑oriented, flexible, and possesses superior verbal and written communication skills. This position requires a highly organized, proactive, and resourceful individual who can manage multiple tasks and projects with a high degree of professionalism and confidentiality. The Senior Executive Assistant will serve as a key liaison between the executive and internal/external stakeholders. The ideal candidate must be detail‑oriented, well‑organized, flexible, and have strong verbal and written communication skills. The ideal candidate will be experienced in calendar management, executive travel, event planning, and Microsoft 365 suite. Key Responsibilities Calendar Management: Maintain and oversee executive(s) calendars, ensuring efficient scheduling and organization of meetings, appointments, and events. Travel Coordination: Plan and coordinate comprehensive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries. Manage travel disruptions and provide real‑time support. Communication Management: Manage incoming and outgoing communications, including handling calls, emails, and other forms of electronic communication, ensuring concise and professional exchanges. Expense Reporting: Handle the processing and management of expense reports with attention to accuracy and timeliness. Event Planning: Assist in the planning and execution of corporate events, providing support in logistical arrangements and execution. Research and Reporting: Conduct light research tasks and prepare reports as required to support executive decision‑making. Priority Management: Assist the executive in establishing priorities, managing time effectively to ensure focus on critical tasks. Project Management: Lead special projects from inception through completion, coordinating cross‑functional teams and ensuring deliverables meet deadlines. Education and 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. Advanced proficiency Microsoft 365 Suite, including Outlook, Teams, Word, Excel, and PowerPoint. Experience with project management tools (Monday.com, or similar) preferred. Preferred Qualifications Experience in handling sensitive and confidential information with a high degree of integrity. Proven ability to adapt to changing schedules and working conditions. Exceptional multitasking and organizational skills, able to prioritize effectively. Experience in corporate event planning and coordination. Prior experience utilizing AI to automate tasks and work activities. Experience in fintech, banking, or financial services environment. Understanding of financial services regulations and compliance requirements. Demonstrated ability to work effectively in a high‑growth technology environment. Knowledge, Skills, and Abilities Communication: Excellent verbal and written communication abilities. Organizational Skills: Highly organized with acute attention to detail and superior follow‑through capabilities. Discretion: Ability to handle sensitive information with integrity and confidentiality. Adaptability: Flexible in managing changing priorities and able to work effectively under pressure. Team Collaboration: Eager to collaborate with team members and contribute positively to enhancing administrative standards. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Our Rewards We offer a robust package of employee perks and benefits, including healthcare benefits (medical, dental and vision, EAP), competitive PTO, 401k match, parental leave, and HSA contribution match. We also provide our employees with a paid subscription to the Calm app and offer generous external learning and tuition reimbursement benefits. At AFS, we offer a hybrid work schedule for most roles that allows employees to have the flexibility of working from home and one of our primary offices. Salary Range $88,000-$110,000 The annual base salary range for this position is noted above. Exact compensation offered may vary depending on job‑related knowledge, skills, experience and office location. EEO Statement Apex Fintech Solutions is an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, marital status, or any other protected characteristic. Our hiring practices ensure that all qualified applicants receive fair consideration without regard to these characteristics. Disability Statement Apex Fintech Solutions is committed to creating an inclusive and accessible workplace for all candidates, including those with disabilities. We are dedicated to ensuring equal employment opportunities and providing reasonable accommodations to qualified individuals with disabilities. If you require reasonable accommodations to participate in the application or interview process, please submit your request via the Candidate Accommodation Requests Form. We will work with you to provide the necessary accommodations to ensure your full participation in our hiring process. #J-18808-Ljbffr