Administrative Assistant

APEX Fintech Services LLC; New York (NY); Hybrid; USD 10,000 - 60,000; Full time

Job summary

A leading company in fintech solutions is seeking an organized and proactive Administrative Assistant in New York City. In this role, you will support executives by coordinating administrative operations, managing calendars, and ensuring effective communication across teams. With a hybrid work schedule, you will work in an environment that encourages flexibility and impact. Join a team driven to empower financial innovation and success.

Benefits

Healthcare benefits (medical, dental, vision)

Competitive PTO

401k match

Generous tuition reimbursement

Paid Calm app subscription

Qualifications

• 2+ years of experience in an administrative support function to an executive team.
• Experience working with M365 and Workday expense management required.
• Strong verbal and written communication skills essential for clear interactions.

Responsibilities

• Coordinate daily administrative operations and manage schedules.
• Book travel arrangements and process expenses.
• Prepare reports and provide in-office support when needed.

Skills

Organizational Skills

Communication

Leadership

Education

Associate's Degree

Bachelor's Degree

Tools

M365

Workday

Job description

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 organized, proactive, and detail-oriented Administrative Assistant to join our team. The role will help assigned executives and senior management perform their daily tasks and administrative responsibilities. Our administrative support team serve as subject matter experts (SMEs) in expenses, travel reservations, and/or calendar management. This role requires strong leadership skills, exceptional communication abilities, and the capacity to manage a variety of tasks in a fast-paced environment. The Administrative Assistant will play a pivotal role in supporting teams and contributing to overall organizational success.

Duties/Responsibilities

Coordinate daily administrative operations, including scheduling, correspondence, and records management for assigned population.

Provide calendar management including scheduling meetings, arranging meeting spaces, and setting up technology resources as needed for meetings.

Answer communications (e.g. email, phone, instant messaging) in a professional, timely manner.

Perform routine data entry work such as maintaining and updating spreadsheets or compiling reports by transcribing information from meeting notes or other sources.

Ensure the smooth flow of communication between department leadership and staff.

Book airline tickets, hotel rooms, restaurants, and other travel arrangements.

Collect and process expenses via Workday.

Provide in-office support when needed to help coordinate events or activities.

Distribute important materials to relevant parties on behalf of the person they support

Prepare reports, memos, presentations, and other documents.

Ensure data accuracy and compliance with internal policies and procedures.

Provide backup or additional support for other administrative support specialists in the cases of PTO or high volume demands.

Other duties as assigned.

Education and/or Experience

2+ years of experience in an administrative support function to an executive team

Experience working with M365 (e.g. Outlook, Word, PowerPoint, Excel)

Experience working with Workday expense management and Deem travel systems

Experience working in fintech/financial services strongly 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

Ability to make informed and timely decisions to manage tasks effectively and provide seamless support to their teams.

Ability to handle unexpected situations and implement practical solutions to ensure workflows remain uninterrupted.

Skill in building and maintaining professional relationships and acting as the primary point of contact for both internal teams and external stakeholders.

Strong verbal and written communication skills are essential for administrative assistants to convey information clearly, facilitate collaboration, and ensure smooth interactions within the organization.

Exceptional organizational skills and attention to detail are necessary to prioritize tasks, meet deadlines, and maintain overall efficiency.

This job operates in a hybrid, office environment 3 days per week.

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

$29-$36

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 organized, proactive, and detail-oriented Administrative Assistant to join our team. The role will help assigned executives and senior management perform their daily tasks and administrative responsibilities. Our administrative support team serve as subject matter experts (SMEs) in expenses, travel reservations, and/or calendar management. This role requires strong leadership skills, exceptional communication abilities, and the capacity to manage a variety of tasks in a fast-paced environment. The Administrative Assistant will play a pivotal role in supporting teams and contributing to overall organizational success.

Duties/Responsibilities

• Coordinate daily administrative operations, including scheduling, correspondence, and records management for assigned population.

• Provide calendar management including scheduling meetings, arranging meeting spaces, and setting up technology resources as needed for meetings.

• Answer communications (e.g. email, phone, instant messaging) in a professional, timely manner.

• Perform routine data entry work such as maintaining and updating spreadsheets or compiling reports by transcribing information from meeting notes or other sources.

• Ensure the smooth flow of communication between department leadership and staff.

• Book airline tickets, hotel rooms, restaurants, and other travel arrangements.

• Collect and process expenses via Workday.

• Provide in-office support when needed to help coordinate events or activities.

• Distribute important materials to relevant parties on behalf of the person they support

• Prepare reports, memos, presentations, and other documents.

• Ensure data accuracy and compliance with internal policies and procedures.

• Provide backup or additional support for other administrative support specialists in the cases of PTO or high volume demands.

• Other duties as assigned.

Education and/or Experience

• Associate's degree (or equivalent work experience) required; Bachelor's degree preferred

• 2+ years of experience in an administrative support function to an executive team

• Experience working with M365 (e.g. Outlook, Word, PowerPoint, Excel)

• Experience working with Workday expense management and Deem travel systems

• Experience working in fintech/financial services strongly 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

• Ability to make informed and timely decisions to manage tasks effectively and provide seamless support to their teams.

• Ability to handle unexpected situations and implement practical solutions to ensure workflows remain uninterrupted.

• Skill in building and maintaining professional relationships and acting as the primary point of contact for both internal teams and external stakeholders.

• Strong verbal and written communication skills are essential for administrative assistants to convey information clearly, facilitate collaboration, and ensure smooth interactions within the organization.

• Exceptional organizational skills and attention to detail are necessary to prioritize tasks, meet deadlines, and maintain overall efficiency.

Work Environment

• This job operates in a hybrid, office environment 3 days per week.

#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

$29-$36

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.

At Apex, we aim to enable frictionless investing for everyone. Help us in our mission to democratize finance, and apply to our open roles today.

Get In Touch

Introduce yourself to our recruiters and we'll get in touch if there's a role that seems like a good match.

About Us

At Apex, we stand for efficiency and transparency. In every office, you’ll find passionate, committed, dedicated teams driven to find smart solutions to solve our clients’ toughest challenges. We are passionate about our employees, providing the benefits and perks that elevate you, reward you, and help you give back. We provide great flexibility, a collaborative, open work space, and real potential to grow with the firm.