Executive Assistant to the CEO

Alpaca

About The Position

We are seeking a highly proactive Executive Assistant to serve as a strategic partner and force multiplier to the CEO. This role goes beyond administrative support — you will protect the CEO’s focus, manage complex global priorities, and drive cross-functional accountability in a fast-moving fintech environment. You operate with sound judgment, high emotional intelligence, operational rigor, and discretion — anticipating needs, eliminating friction, and ensuring execution without bottlenecks.

Requirements

5+ years supporting C-suite executives in technology, fintech, financial services, or high-growth startups.
Experience operating in fast-paced, globally distributed environments.
Experience working with senior external stakeholders (investors, regulators, enterprise clients).
Exceptional written and verbal communication.
Strategic thinker with strong prioritization and judgment.
High emotional intelligence; skilled at navigating sensitive, high-stakes contexts.
Operates independently and anticipates needs before they arise.
Meticulous, detail-oriented, and highly organized.
Comfortable managing confidential information and complex decision environments.
Able to context-switch, manage ambiguity, and maintain composure under pressure.
Proactively supports executive goals, objectives, and KPIs.
Strong proficiency in Google Suite, Slack, Confluence, JIRA, and Microsoft Office (Word, Excel, PowerPoint, Outlook).
Strong presentation-building capability.
Quick to learn and adopt new systems

Nice To Haves

Japanese language (spoken and written) proficiency preferred
Bachelor’s degree preferred.

Responsibilities

Strategic Calendar & Time Management
Own and optimize the CEO’s calendar across global time zones, aligning time to highest business priorities.
Protect deep-work blocks, investor meetings, regulatory discussions, off-sites, and strategic engagements.
Prepare high-quality briefing materials and pre-reads.
Anticipate conflicts and rapidly reprioritize based on urgency and impact.
Act as a strategic gatekeeper — distinguishing urgency from noise and protecting executive leverage.
Executive Communication & Inbox Ownership
Serve as primary point of contact for internal leaders and external stakeholders (investors, board members, regulators, partners, senior customers).
Fully triage and manage a high-volume global inbox; draft, delegate, and maintain a zero-lag follow-through system.
Draft and refine high-impact communications aligned with the CEO’s voice and Alpaca’s mission.
Ensure timely escalation of critical decisions and commitments.
Board, Leadership & Stakeholder Coordination
Coordinate board and leadership materials, including agendas, logistics, minutes, and action tracking.
Support flow of sensitive information with strict confidentiality.
Interact professionally with C-suite executives, investors, regulators, and enterprise stakeholders.
Project Coordination & Cross-Functional Execution
Track CEO-level initiatives and action items; drive accountability across teams.
Support strategic initiatives including investor relations, partnerships, global licensing, customer escalations, and executive planning.
Maintain dashboards, documentation, timelines, and status updates to ensure execution without bottlenecks.
Proactively identify risks, blind spots, and operational inefficiencies.
Operational Excellence & Systems Optimization
Improve executive workflows, communication systems, and internal processes to increase scale and velocity.
Coordinate NDAs, vendor onboarding, presentations, and operational infrastructure.
Build reliable systems for meetings, decisions, and stakeholder management.
Recommend process improvements that enhance executive productivity.
Global Travel & Event Management
Plan and execute complex multi-country travel, including visas, budgets, contingency planning, and regulatory or board meetings.
Support participation in high-profile industry events and external engagements.