Executive Assistant- Legal

TabaPay • Palo Alto, CA

12d • $100,000 • Onsite

About The Position

We are looking for an Executive Assistant to join our team at TabaPay! This role will support our Legal and Compliance teams and contribute to the smooth operation of critical regulatory and contractual workflows. You’ll manage key documentation, licensing requirements, and cross-functional coordination that enables our teams to operate efficiently and support the organization’s continued growth.

Requirements

• 3–5+ years of administrative experience supporting multiple executives.
• Advanced working knowledge of MS Word, Excel, and Outlook required.
• Familiarity with standard office equipment and applications.
• Excellent organizational skills with the ability to manage multiple competing priorities.
• Ability to adapt to changing situations with minimal notice and guidance.
• Strong analytical and communication skills, including the ability to simplify complex topics.
• Proven ability to effectively prioritize and manage both personal and team workflows.
• High level of integrity, discretion, and sound judgment when handling sensitive information.
• Must be able to come into the office at least 3 days per week.

Nice To Haves

• Someone who thrives in a fast-paced, scaling fintech environment.
• A detail-oriented professional who can anticipate needs and identify risks early.
• A proactive contributor who enjoys cross-functional partnership and problem-solving.
• A clear, concise communicator- written and verbal.
• Someone comfortable handling confidential and time-sensitive information.

Responsibilities

• Maintain organized contract repositories and ensure timely execution, renewal tracking, and amendment management.
• Assist in implementing compliance frameworks, internal controls, and documentation standards.
• Manage templates, playbooks, and internal process improvements.
• Oversee and coordinate the end-to-end contract and agreement workflow to ensure accuracy, efficiency, and timely execution.
• Maintain organization of sensitive legal documents and ensure consistent, structured version control.
• Create and maintain tracking documentation, spreadsheets, and calendars for MSB licensing, renewal deadlines, regulatory filings, and compliance obligations.
• Work with TabaPay officers and internal executives to complete required applications, onboarding forms, and regulatory submissions, including collection and secure handling of personal information.
• Coordinate notary and fingerprinting appointments for company officers, ensuring completion within regulatory timelines.
• Maintain accurate records for licenses, surety bonds, and Harbor Compliance filings, ensuring renewals, amendments, and submissions occur on time.
• Coordinate shipping and secure tracking of physical documents or packages required for regulatory or legal purposes.
• Schedule and facilitate meetings, calendar invites, and reminders for compliance-related calls, audits, and regulatory deadlines.
• Prepare audit- and exam-ready documentation to support regulator and banking partner requests.

Benefits

• 100% employer-paid health care insurance including medical, dental, vision, and life insurance (for employee only)
• Employer 401K Matching
• Generous and Flexible PTO

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees