Lead Administrative Specialist
Apex Fintech Solutions
888 7th Avenue
32nd Floor
New York, NY 10106
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 organized, proactive, and detail-oriented Lead Administrative Specialist 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 Lead Administrative Specialist will play a pivotal role in improving processes, supporting teams, and contributing to overall organizational success.
Duties/Responsibilities
Coordinate daily administrative operations, including scheduling, correspondence, and records management for assigned population.
Ensure the smooth flow of communication between department leadership and staff.
Review and refine workflows to enhance efficiency and productivity.
Answer communications (e.g. email, phone, instant messaging) in a professional, timely manner.
Provide calendar management including scheduling meetings, arranging meeting spaces, and setting up technology resources as needed for meetings.
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
Perform routine data entry work such as maintaining and updating spreadsheets or compiling reports by transcribing information from meeting notes or other sources.
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
5+ 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
Decision-making: Administrative support specialists often make critical decisions during their days.
Problem-solving: Administrative support specialists are reliable, good at solving complex problems, and skilled at helping people get their work done. When faced with a challenging situation, problem-solving helps find practical solutions.
Interpersonal skills: Administrative support specialists must be able to build meaningful professional relationships with their colleagues and those they support.
Communication: Administrative support specialists are required to communicate effectively, providing for meaningful interactions with others and convey their thoughts more effectively.
Organization: It's common for our administrative support specialist to work on several initiatives at once. Organization and attention to detail is crucial.
Work Environment
This job operates in a hybrid, office environment.
#business management #mid senior #full-time #LI-JA1 #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
$92,400-$115,500The 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.
Apply now
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 organized, proactive, and detail-oriented Lead Administrative Specialist 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 Lead Administrative Specialist will play a pivotal role in improving processes, supporting teams, and contributing to overall organizational success.
Duties/Responsibilities
Coordinate daily administrative operations, including scheduling, correspondence, and records management for assigned population.
Ensure the smooth flow of communication between department leadership and staff.
Review and refine workflows to enhance efficiency and productivity.
Answer communications (e.g. email, phone, instant messaging) in a professional, timely manner.
Provide calendar management including scheduling meetings, arranging meeting spaces, and setting up technology resources as needed for meetings.
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
Perform routine data entry work such as maintaining and updating spreadsheets or compiling reports by transcribing information from meeting notes or other sources.
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
5+ 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
Decision-making: Administrative support specialists often make critical decisions during their days.
Problem-solving: Administrative support specialists are reliable, good at solving complex problems, and skilled at helping people get their work done. When faced with a challenging situation, problem-solving helps find practical solutions.
Interpersonal skills: Administrative support specialists must be able to build meaningful professional relationships with their colleagues and those they support.
Communication: Administrative support specialists are required to communicate effectively, providing for meaningful interactions with others and convey their thoughts more effectively.
Organization: It's common for our administrative support specialist to work on several initiatives at once. Organization and attention to detail is crucial.
Work Environment
This job operates in a hybrid, office environment.
#business management #mid senior #full-time #LI-JA1 #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
$92,400-$115,500The 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.
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