Executive Assistant

MindBridge is the global leader in AI-powered financial risk intelligence. Our platform, MindBridge AI™ is enabling finance and audit professionals to build the AI-powered finance department of the future. With over 120 billion financial transactions analyzed with MindBridge’s AI, we set the standard for innovation, scalability, and customer satisfaction. 

At MindBridge, we're driven by innovation and excellence, united as a team to revolutionize financial integrity. Here, your ideas matter, and your efforts make a meaningful impact. If you're passionate about using AI to drive positive change, MindBridge is the perfect fit. What distinguishes us is our unwavering commitment to our values: Innovation, Collaboration, and Integrity. These principles foster a vibrant workplace culture, where appreciation and a strong sense of community flourish.

Role Overview:

The Executive Assistant will be responsible for providing high-level administrative assistance to the CEO and the executive leadership team. This dynamic and critical role will involve managing complex calendars, communications, travel arrangements, and special projects. The Executive Assistant will act as the first point of contact for internal and external stakeholders, ensuring efficient operations and strong support for the CEO and C-suite.

Key Responsibilities:

Executive Support for CEO & C-Suite

• Provide comprehensive administrative support to the CEO and C-suite executives, managing calendars, scheduling meetings, and making travel arrangements.
• Prioritize daily activities, handle requests, and anticipate the needs of the executives to ensure smooth operations.
• Prepare documents, reports, and presentations for meetings with internal and external stakeholders.
• Coordinate and manage executive communication, including emails, phone calls, and follow-up correspondence.
• Assist with the preparation of board materials, including agendas, minutes, and related documents.
• Act as a liaison between the CEO/C-suite and internal/external stakeholders, ensuring effective communication and follow-up.

Calendar & Meeting Management

• Provide sophisticated calendar management for the CEO, prioritizing inquiries and requests, and troubleshooting conflicts.
• Anticipate the CEO’s needs in advance of meetings and conferences.
• Arrange and organize meetings, conferences, and events, including drafting agendas, compiling and distributing presentation materials, and recording meeting minutes in compliance with relevant regulations.

Travel & Expense Management

• Organize and manage complex travel arrangements, including flights, accommodations, and ground transportation, ensuring seamless travel experiences.
• Prepare and submit expense reports, ensuring proper documentation and timely processing.

Project Management & Special Projects

• Manage and support key projects across the organization by tracking deliverables, timelines, and resources.
• Assist with the execution of special projects, gathering information, preparing materials, and following up on action items.

Client Management

• Act as a liaison between the CEO and clients, ensuring timely follow-ups, scheduling, correspondence, and relationship-building.

Communication & Confidentiality

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including sensitive and confidential issues.
• Exercise judgment to reflect the CEO’s style and organizational policy when determining the appropriate course of action, referral, or response.

Other Projects & Duties

• Handle other projects and duties as assigned by the CEO and Executive Team.

Qualifications/Experience

• 5+ years experience in executive support or similar administrative roles, especially supporting C-level executives.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools such as Microsoft 365; familiarity with project management tools (e.g., Asana, Trello) is a plus.
• Strong verbal and written communication skills, exceptional organizational abilities, and impeccable attention to detail.
• Ability to prioritize and manage a high volume of tasks and projects with little or no guidance.
• High degree of professionalism in dealing with senior executives, clients, and diverse groups of people.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Strong problem-solving skills and proactive approach to addressing challenges.
• Experience in start-up, tech entrepreneurial settings is a plus.

Requirements contingent on employment

Fulfill requirements necessary to obtain full background check.

Why You’ll Love Being Part of Our Team: 

📈 Competitive Compensation and Equity 

🏠 Flexible Work – Hybrid or Remote 

🍏 Comprehensive health benefits and wellness programs 

📚 Professional development opportunities 

🌴 Flexible Time Off 

💰 Company Matched Retirement Plans 

🔕 Unplug and recharge - 4 company-wide digital detox days annually 

Equal Opportunity at MindBridge: 

At the heart of our global success lies commitment to diversity and inclusion. We rigorously enforce an equal opportunity policy in all aspects of employment, championing merit and qualifications as our benchmarks. MindBridge is a proud equal opportunity employer, embracing applicants of all backgrounds without regard to race, nationality, religion, gender, disability, or any other factors. 

At MindBridge, we are committed to providing an accessible candidate experience. If you require accommodations during the interview process or beyond, please inform us. We will work with you to provide necessary support and reasonable accommodations while maintaining confidentiality. Your comfort and participation are paramount to us. 

Please be advised that we may use AI tools in the processing of your application.