Executive Assistant

Executive Assistant to the President & CEO

Location: Philadelphia / Hybrid

This role is based in Philadelphia and requires regular on-site presence; candidates should live within a reasonable commuting distance or be willing to relocate before starting

Company: Fidem Financial
Employment Type: Full-time
FLSA Status: Exempt

Position Summary

Fidem Financial is seeking a seasoned, highly proactive Executive Assistant to provide comprehensive administrative and operational support to the President & CEO. This role is central to the effectiveness of executive leadership and requires exceptional attention to detail, strong judgement, discretion, high emotional intelligence, initiative, and the ability to manage complex, fast-moving priorities with precision.

This individual will serve as a trusted partner in managing the President & CEO’s time, communications, and workflow, anticipating needs, thinking several steps ahead, maintaining operational continuity, and enabling sustained focus on the firm's highest priorities. A highly proactive, self-directed approach and the ability to execute with minimal direction are essential.

The ideal candidate brings extensive experience supporting senior executives in a dynamic, global environment, with deep expertise in managing complex international travel, coordinating visa and immigration processes, and supporting high-level engagements, while handling sensitive information with professionalism and care. A proactive, solutions-oriented mindset and the ability to operate with urgency and composure are essential.

This role is designed for a high-caliber operator comfortable in a high-demand, high-visibility environment, operating with a high degree of trust, judgment, and responsibility.

Key Responsibilities

Executive & Strategic Support

• Works in close coordination with the Chief of Staff, who is responsible for leadership planning, prioritization, cross-functional initiatives, and execution, ensuring seamless alignment between executive direction and day-to-day execution.


• Focuses on execution, logistics, and operational enablement of the President & CEO’s time and priorities.


• Owns optimization of the President & CEO’s time, attention, and operating cadence to maximize leadership effectiveness.


• Manage a highly complex, multi-time zone calendar, continuously refining scheduling to align with evolving priorities, energy management, and business objectives.


• Act as the central hub of communication, screening and prioritizing correspondence, triaging, and ensuring timely follow-through while maintaining the highest level of professionalism and discretion.


• Synthesize incoming information into clear, actionable summaries to support efficient decision-making.


• In close coordination with the Chief of Staff, prepare concise executive briefs, agendas, and pre-reads to ensure the President & CEO is fully prepared for meetings and key decisions


• Track follow-ups and drive execution against decisions made, ensuring accountability and closure across stakeholders.


• Prepare, review, and manage materials, communications, and documentation on behalf of the President & CEO, ensuring accuracy, completeness, and alignment with intended outcomes

Global Travel & Logistics Management

• Coordinate and execute complex domestic and international travel, including multi leg itineraries, accommodations, and ground transportation.


• Manage visa processes/requirements, including preparation and submission of documentation, and liaising with consulates, legal advisors, and travel partners.


• Ensure compliance with international travel regulations, corporate policies.


• Proactively manage travel disruptions and last-minute changes across time zones with efficiency and composure.


• Prepare and reconcile expense reports in a timely and accurate manner.

Meeting, Event & Board Coordination

• Plan and coordinate internal and external engagements, including board meetings, investor sessions, leadership offsites, and conferences.


• Coordinate logistics and ensure seamless execution of high-level events and meetings.

Confidentiality & Stakeholder Management

• Handle highly sensitive financial, personnel, and strategic information with the utmost discretion.


• Represent the President & CEO and Fidem Financial with professionalism in all interactions.

Operational Excellence

• Build and maintain systems for scheduling, travel, communication, and task tracking that scale with business demands.


• Ensure the smooth operation of the executive office, including administrative workflows, tools, and information management.


• Identify and implement process improvements to enhance efficiency and effectiveness.


• Serve as the first line of response for urgent issues, aligning with the Chief of Staff to resolve matters in real time with minimal escalation.


• Maintain composure under pressure, effectively managing competing priorities and time-sensitive situations

Qualifications

• 7+ years of experience supporting C-suite executives, preferably in financial services or a global organization.


• Proven experience managing complex international travel logistics, including visa processes/requirements.


• Exceptional organizational, prioritization, and time-management skills with the ability to manage multiple high-priority tasks simultaneously.


• Strong written and verbal communication skills, with experience supporting senior stakeholders and external partners.


• High level of discretion, integrity, and professionalism.


• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and travel/expense management tools (Expensify).


• Ability to work independently and collaboratively in a fast-paced environment.


• Bachelor’s degree preferred or equivalent relevant experience.


• Experience supporting a CEO or President in a high-growth or global business environment.


• Demonstrated high emotional intelligence, with the ability to read situations quickly, navigate complex interpersonal dynamics, and exercise sound judgements with discretion in high-pressure, high-stakes environments.


• Demonstrated ability to anticipate needs, think several steps ahead, and execute with a high degree of independence and minimal guidance in a fast-paced, high-demand environment.

Compensation

Salary Range: $115,000 to $150,000 p/year

In addition to base salary, this role is eligible for an annual discretionary bonus based on individual and company performance. This position offers the opportunity for performance-based upside. Total compensation will be commensurate with experience.

Why Fidem Financial

• Collaborative, high-performance, and growth-oriented environment.


• Direct exposure to executive leadership and strategic initiatives.


• Opportunities to contribute to impactful work across payments & consumer finance.


• Career growth and professional development within a dynamic organization.

Equal Employment Opportunity Statement

Fidem Financial provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, veteran status, or any other protected characteristic under applicable federal, state, or local law. We celebrate diversity and are committed to creating an inclusive environment for all employees.