Early Warning®
Join to apply for the Executive Assistant role at Early Warning®
At Early Warning, we’ve powered and protected the U.S. financial system for over thirty years with cutting-edge solutions like Zelle®, Paze℠, and so much more. Positions located in Scottsdale, San Francisco, Chicago, or New York follow a hybrid work model to allow for a more collaborative working environment. Candidates responding to this posting must independently possess the eligibility to work in the United States, for any employer, at the date of hire. This position is ineligible for employment Visa sponsorship.
Overall Summary This position provides world‑class administrative support to enable the business to function at optimal levels. It involves providing senior‑level administrative support to executives and members of the senior leadership team, requiring significant latitude of independent judgment and discretion.
Essential Functions
Provide administrative support to executives and senior leadership, anticipating needs and proactively executing support functions with a high degree of accuracy and efficiency.
Manage executive calendars, coordinate travel arrangements, prepare expense reports, and reconcile monthly credit card statements.
Coordinate high‑visibility meetings with external and internal constituents requiring high degree of planning and execution.
Attend executive staff meetings, proactively keeping leaders and teams on track.
Handle sensitive and confidential material on a regular basis.
Utilize effective judgment in handling executive email, correspondence, calls, and requests; determine need for executive involvement; respond directly or route to appropriate individuals as necessary.
Develop and maintain Microsoft Word documents, PowerPoint decks, and Excel spreadsheets.
Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
Support the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.
Satellite Offices
Ensure operational excellence of the office on a day‑to‑day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events/team building activities.
Manage office seating arrangements by partnering with technology to ensure desks are properly set up.
Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment, and office maintenance.
Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment.
Assist with local office moves, space planning and buildouts.
Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return‑to‑office procedures related to Covid.
Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.
Minimum Requirements
High school diploma or GED equivalent.
Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior‑level management.
Must be highly organized with strong attention to detail.
Excellent written and verbal skills, with the ability to effectively edit and proofread.
Sound judgment and time management to manage multiple priorities.
Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Proficient with efficiency tools like WebEx and Microsoft Teams.
Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.
Background and drug screen.
Preferred
Bachelor’s degree.
Five or more years of prior executive assistant experience supporting senior‑level leaders.
Ability to take action and make decisions with little to no direction.
Ability to insert oneself appropriately.
Proven ability to maintain confidentiality and use appropriate discretion.
Ability to coordinate projects requiring cross‑functional interactions and influence.
Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.
Physical Requirements Working conditions consist of a normal office environment. Work is primarily sedentary and requires extensive use of a computer, involving sitting for periods of approximately four hours. Work may require occasional standing, walking, kneeling and reaching. Must be able to lift 10 pounds occasionally and/or negligible amount of force frequently. Requires visual acuity and dexterity to view, prepare, and manipulate documents and office equipment, including personal computers. Requires the ability to communicate with internal and/or external customers. Employee must be able to perform essential functions and physical requirements of position with or without reasonable accommodation.
Benefits
Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre‑tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.
401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.
Paid Time Off – Unlimited Time Off for Exempt (salaried) employees, as well as generous PTO for Non‑Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.
12 weeks of Paid Parental Leave.
Maven Family Planning – Provides support through your parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.
Base Pay Scale for this position in Phoenix, AZ/ Chicago, IL is: $32 – $39 USD per hour. In New York, NY / San Francisco, CA is: $38 – $47 USD per hour. Additionally, candidates are eligible for a discretionary incentive plan and benefits. This pay scale is subject to change and is not a promise of specific pay for any candidate.
Early Warning Services is an affirmative action and equal opportunity employer.
Stern Fair Chance Ordinance: We will consider for employment qualified applicants with arrest and conviction records.
Early Warning Services, LLC (“Early Warning”)
considers for employment, hires, retains and promotes qualified candidates on the basis of ability, potential, and valid qualifications without regard to race, religious creed, religion, color, sex, sexual orientation, genetic information, gender, gender identity, gender expression, age, national origin, ancestry, citizenship, protected veteran or disability status or any factor prohibited by law, and affirms to support and promote equal employment opportunity and affirmative action in accordance with all applicable federal, state, and municipal laws. The company also prohibits discrimination on other bases such as medical condition, marital status or any other factor that is irrelevant to the performance of employees.
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At Early Warning, we’ve powered and protected the U.S. financial system for over thirty years with cutting-edge solutions like Zelle®, Paze℠, and so much more. Positions located in Scottsdale, San Francisco, Chicago, or New York follow a hybrid work model to allow for a more collaborative working environment. Candidates responding to this posting must independently possess the eligibility to work in the United States, for any employer, at the date of hire. This position is ineligible for employment Visa sponsorship.
Overall Summary This position provides world‑class administrative support to enable the business to function at optimal levels. It involves providing senior‑level administrative support to executives and members of the senior leadership team, requiring significant latitude of independent judgment and discretion.
Essential Functions
Provide administrative support to executives and senior leadership, anticipating needs and proactively executing support functions with a high degree of accuracy and efficiency.
Manage executive calendars, coordinate travel arrangements, prepare expense reports, and reconcile monthly credit card statements.
Coordinate high‑visibility meetings with external and internal constituents requiring high degree of planning and execution.
Attend executive staff meetings, proactively keeping leaders and teams on track.
Handle sensitive and confidential material on a regular basis.
Utilize effective judgment in handling executive email, correspondence, calls, and requests; determine need for executive involvement; respond directly or route to appropriate individuals as necessary.
Develop and maintain Microsoft Word documents, PowerPoint decks, and Excel spreadsheets.
Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
Support the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.
Satellite Offices
Ensure operational excellence of the office on a day‑to‑day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events/team building activities.
Manage office seating arrangements by partnering with technology to ensure desks are properly set up.
Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment, and office maintenance.
Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment.
Assist with local office moves, space planning and buildouts.
Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return‑to‑office procedures related to Covid.
Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.
Minimum Requirements
High school diploma or GED equivalent.
Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior‑level management.
Must be highly organized with strong attention to detail.
Excellent written and verbal skills, with the ability to effectively edit and proofread.
Sound judgment and time management to manage multiple priorities.
Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Proficient with efficiency tools like WebEx and Microsoft Teams.
Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.
Background and drug screen.
Preferred
Bachelor’s degree.
Five or more years of prior executive assistant experience supporting senior‑level leaders.
Ability to take action and make decisions with little to no direction.
Ability to insert oneself appropriately.
Proven ability to maintain confidentiality and use appropriate discretion.
Ability to coordinate projects requiring cross‑functional interactions and influence.
Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.
Physical Requirements Working conditions consist of a normal office environment. Work is primarily sedentary and requires extensive use of a computer, involving sitting for periods of approximately four hours. Work may require occasional standing, walking, kneeling and reaching. Must be able to lift 10 pounds occasionally and/or negligible amount of force frequently. Requires visual acuity and dexterity to view, prepare, and manipulate documents and office equipment, including personal computers. Requires the ability to communicate with internal and/or external customers. Employee must be able to perform essential functions and physical requirements of position with or without reasonable accommodation.
Benefits
Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre‑tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.
401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.
Paid Time Off – Unlimited Time Off for Exempt (salaried) employees, as well as generous PTO for Non‑Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.
12 weeks of Paid Parental Leave.
Maven Family Planning – Provides support through your parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.
Base Pay Scale for this position in Phoenix, AZ/ Chicago, IL is: $32 – $39 USD per hour. In New York, NY / San Francisco, CA is: $38 – $47 USD per hour. Additionally, candidates are eligible for a discretionary incentive plan and benefits. This pay scale is subject to change and is not a promise of specific pay for any candidate.
Early Warning Services is an affirmative action and equal opportunity employer.
Stern Fair Chance Ordinance: We will consider for employment qualified applicants with arrest and conviction records.
Early Warning Services, LLC (“Early Warning”)
considers for employment, hires, retains and promotes qualified candidates on the basis of ability, potential, and valid qualifications without regard to race, religious creed, religion, color, sex, sexual orientation, genetic information, gender, gender identity, gender expression, age, national origin, ancestry, citizenship, protected veteran or disability status or any factor prohibited by law, and affirms to support and promote equal employment opportunity and affirmative action in accordance with all applicable federal, state, and municipal laws. The company also prohibits discrimination on other bases such as medical condition, marital status or any other factor that is irrelevant to the performance of employees.
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