Executive Assistant

Executive Assistant to the President & CEO

Location: Philadelphia / Hybrid
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, operational, and strategic support to the President & CEO. This role is critical to the effectiveness of executive leadership and requires a high level of discretion, exceptional attention to detail, strong initiative, creative problem-solving, and the ability to manage complex, fast-moving priorities. 

The ideal candidate has extensive experience supporting senior executives in a dynamic, global environment and brings deep expertise in coordinating international travel, managing visa and immigration processes, and anticipating executive needs. This individual will serve as a trusted partner and gatekeeper, ensuring seamless execution of daily operations and long-term strategic initiatives.

Key Responsibilities

Executive & Strategic Support

• Serve as a strategic partner to the President & CEO, anticipating needs, prioritizing demands, and enabling focus on critical business objectives.


• Manage a highly complex, multi time zone calendar, ensuring alignment with strategic priorities and resolving conflicts proactively.


• Act as the central hub of communication, screening and prioritizing correspondence while maintaining the highest level of professionalism and discretion.


• Prepare and update presentations and materials as needed, including maintaining the monthly All Hands slide deck.


• Monitor operational rhythms and anticipate upcoming needs with a forward thinking approach, ensuring leadership is prepared for meetings, decisions, and engagements.

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

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


• Identify and implement process improvements to enhance efficiency.


• Leverage technology (e.g., Microsoft 365, Outlook, Expensify) to streamline scheduling, communication, and travel management.


• Maintain composure under pressure, effectively managing competing priorities and urgent situations.


• Perform other duties as assigned to support the President & CEO.


• Flexibility to accommodate occasional work outside standard business hours, particularly in support of international travel.

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.

 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.