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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. We are based in Dallas, TX and also have offices in Austin, New York, Chicago, 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 environment.

#business management #associate #full-time #LI-KD1 #APEX

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or 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

$80,040-$100,050

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.

Average salary estimate

$90045 / YEARLY (est.)
min
max
$80040K
$100050K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Administrative Assistant (Executive), Peak6 Group

If you're an organized dynamo looking for an exciting opportunity, Apex Fintech Solutions (AFS) in New Jersey is looking for you to fill the role of Administrative Assistant (Executive). As part of a leading fintech company that powers digital wealth management, you'll be integral in managing the calendar for the CEO, ensuring that every meeting and travel itinerary is perfectly orchestrated. Enjoy the fast-paced environment where you can put your multitasking skills to the test, juggling tasks like booking travel arrangements, coordinating meetings across different time zones, and acting as the gatekeeper for the CEO’s time. You’ll also work closely with other administrative peers to share best practices and help streamline operations. Your exceptional communication skills will be put to great use as you connect with a wide range of stakeholders—from clients to colleagues. AFS thrives on innovation, and your attention to detail and proactive mindset will help propel the company forward. If you've got 3+ years of experience in a similar role and are skilled in Microsoft 365 and scheduling software, we want you on our team. With great benefits and a hybrid work environment, this role is perfect for someone eager to make an immediate impact. Ready to embark on a rewarding journey in fintech? Join us at AFS and help shape the future of digital finance.

Frequently Asked Questions (FAQs) for Administrative Assistant (Executive) Role at Peak6 Group
What are the main responsibilities of an Administrative Assistant (Executive) at Apex Fintech Solutions?

As an Administrative Assistant (Executive) at Apex Fintech Solutions, your primary responsibilities include managing the CEO’s calendar, coordinating meetings, and organizing travel arrangements. You will also serve as a gatekeeper for the CEO’s time, ensuring that all meetings are effectively managed, and will work closely with other administrative staff to maintain a seamless flow of operations.

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What qualifications do you need for the Administrative Assistant (Executive) role at Apex Fintech Solutions?

To qualify for the Administrative Assistant (Executive) position at Apex Fintech Solutions, candidates should have at least a high school diploma, although an associate's degree is preferred. Furthermore, 3+ years of experience in administrative support, a strong proficiency in Microsoft 365, and effective communication skills are essential in this role.

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How does Apex Fintech Solutions support work-life balance for their Administrative Assistants?

Apex Fintech Solutions promotes a healthy work-life balance by offering a hybrid work environment. This allows Administrative Assistants to split their work time between the office and home, providing the flexibility to manage personal commitments while fulfilling professional responsibilities effectively.

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What tools and software should an Administrative Assistant (Executive) be familiar with at Apex Fintech Solutions?

An Administrative Assistant (Executive) at Apex Fintech Solutions should be proficient in Microsoft 365, including Outlook, Word, PowerPoint, and Excel. Familiarity with scheduling tools and expense management systems, including Workday and Deem, is also preferred, enabling you to execute your duties efficiently.

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What benefits does Apex Fintech Solutions offer to their Administrative Assistants?

Administrative Assistants at Apex Fintech Solutions enjoy an attractive benefits package, including competitive healthcare options, paid time off, a 401k match, tuition reimbursement, and a paid subscription to the Calm app, all aimed at supporting personal growth and well-being.

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Common Interview Questions for Administrative Assistant (Executive)
Can you describe your experience with calendar management as an Administrative Assistant?

Discuss specific examples where you have managed complex schedules and how you prioritized meetings, handled conflicts, and ensured effective communication among stakeholders. Highlight any tools you used, like Microsoft Outlook, to streamline this process.

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How do you handle multiple tasks or tight deadlines in an administrative role?

Provide an example of a time when you had to juggle various responsibilities. Describe your approach to prioritizing tasks, possibly using to-do lists or project management tools, to show how you remain organized and efficient under pressure.

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How do you maintain confidentiality in your work as an Administrative Assistant?

Emphasize the importance of confidentiality, especially when dealing with sensitive information. Explain how you ensure professionalism in handling private matters, and cite any relevant experiences that demonstrate your commitment to privacy.

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What strategies do you use for effective communication with executives and stakeholders?

Share techniques that have worked for you in keeping communication clear and constructive. You might mention the significance of understanding the preferences of the individuals you’re communicating with and how you tailor your message accordingly.

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Can you give an example of how you've resolved a conflict or scheduling issue?

Detail a specific scenario where you faced a scheduling conflict and outline the steps you took to resolve the situation, including negotiation and communication techniques. This shows your problem-solving abilities and your proactive mindset.

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What role do you believe an Administrative Assistant plays in contributing to a company’s success?

Articulate how as an Administrative Assistant, you can significantly impact an executive’s effectiveness and overall team productivity by streamlining operations, improving communication, and ensuring a well-organized workspace.

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How do you prioritize tasks when supporting an executive?

Discuss methods you utilize to assess the urgency and importance of tasks. You could talk about tracking tasks digitally or using prioritization techniques to make sure that high-priority requests are handled first.

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What software and tools are you most comfortable using in an administrative role?

Mention different platforms you're experienced with, especially those relevant to the job, like Microsoft 365. Elaborate on how you've used these tools to improve efficiency and accuracy in your past roles.

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Why do you want to work as an Administrative Assistant at Apex Fintech Solutions?

Express your enthusiasm for working at Apex Fintech Solutions specifically, citing aspects of their mission, culture, or values that resonate with you. Your answer should reflect your alignment with the company’s innovative approach to fintech.

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What is your approach to managing stress in a fast-paced environment?

Share techniques you use to handle stress, like setting boundaries, practicing mindfulness, or prioritizing self-care. This will show your potential employer that you're equipped to maintain composure in a dynamic setting.

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EMPLOYMENT TYPE
Full-time, hybrid
DATE POSTED
April 13, 2025

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