Administrative Assistant

External

Peak6group · Nyc 441

Full-timeRemoteToday

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About the role

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 We are seeking a proactive, detail-oriented, and tech-savvy Administrative Assistant to join our dynamic team. In this role, you will provide comprehensive administrative support to three key leaders while working closely with the Senior Executive Assistant to the Chief Customer Officer. The ideal candidate is a master of logistics, an exceptional communicator, and a cultural champion for our office. Additionally, we are looking for someone with an appetite for innovation and a desire to integrate modern software and workflows into everyday operations.

Responsibilities

Calendar & Meeting Management

Advanced Calendaring: Manage complex, high-volume calendars for three leaders; prioritize, categorize, and resolve scheduling conflicts proactively.

Meeting Logistics: Coordinate internal and external meetings seamlessly across multiple time zones and various office locations.

On-Site & Remote Setup: Organize full room bookings, video conferencing setups, and catering coordination for efficient meeting execution.

Meeting Governance: Formulate and distribute agendas, take meticulous meeting minutes, and rigorously track action items and meeting materials across different organizational teams.

Travel, Expenses, & Operations

Travel Coordination: Plan, book, and manage comprehensive domestic and international travel itineraries, including flights, accommodations, and ground transportation.

Expense Management: Prepare, submit, and reconcile monthly expense reports for supported leaders and assigned corporate cards accurately and timely.

Brand Representation: Act as an elite ambassador of Apex, providing a highly polished, professional experience when communicating with external clients, prospects, and stakeholders.

Team Collaboration & Office Culture

Cultural Event Support: Assist in the planning, logistics, and execution of office-wide cultural events, including Town Halls, happy hours, and larger company celebrations.

Admin Team Alignment: Participate in weekly syncs with the broader administrative team and the Senior EA to align on upcoming events, day-to-day operations, and strategic scheduling needs.

Qualifications & Skills

Experience: 5+ years of experience in an administrative support or assistant role, preferably within tech, fintech, or fast-paced financial services environments.

Multi-Executive Support: Proven ability to support multiple leaders simultaneously and manage competing priorities effectively.

Operational Execution: Outstanding proficiency with corporate calendar management tools (Google Workspace or Microsoft Outlook), video platforms (Zoom, Teams), and modern expense management

platforms.

Core Competencies:

Exceptional written and verbal communication skills, strong emotional intelligence, and absolute discretion with confidential data standards

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.

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