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

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.
Key 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.

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

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.