Executive Assistant

Job Description – Executive Assistant

What We Do

Traydstream’s unique AI-powered products reduce the costs, complexities and timescales of trade finance processing for banks and large corporations. Our scalable platform uses proprietary Optical Character Recognition (OCR) technology to accurately digitise documents into a readable format and then applies machine learning algorithms to scrutinise for compliance with international trading rules and regulations.

Who We Are

We are a group of people around the world where seasoned veterans with 20+ years’ experience in Finance and Technology work alongside associates who are just starting out and exploring the FinTech space.  Our diverse backgrounds, competencies and experiences are just a few reasons why we have made progress toward achieving our vision.  We aim to grow together as a team and a company so we can live fulfilled personal & professional lives.

Roles & Responsibilities

Board Meeting Support & Strategic Communication

-        Assist in the preparation, coordination, and documentation of Board meetings and executive sessions.

-        Ensure meeting materials are well-organized and delivered in advance.

-        Take detailed meeting notes and track action items, ensuring follow-ups are completed.

-        Maintain confidentiality of sensitive company information and discussions.

Fundraising & Investor Relations

-        Manage documentation and communications for funding rounds (Seed, Series A, etc.), including investor presentations, term sheets, and other critical materials.

-        Act as a liaison between the Senior Leadership, investors, and potential stakeholders, ensuring all communications are clear, timely, and effective.

-        Maintain a database of investor relations, board members, and funding milestones.

Operational Support & Process Improvement

-        Work with the Senior Leadership to set up and streamline internal processes, ensuring efficiency across all departments.

-        Implement best practices for organizational workflows, enhancing productivity and minimizing bottlenecks.

-        Monitor the effectiveness of tools, systems, and technologies used within the company, recommending improvements where necessary.

-        Assist in the adoption of new software and tools for project management, communication, and productivity.

-        Work closely with Finance and People Team to ensure adherence to laid down processes and policies.

Financial Administration & Reporting

-        Exposure of working on NetSuite is an added advantage

- Track company budgets, expenses, and financial reports to ensure alignment with company goals.

-        Track travel budgets and plans.

-        Assist in the creation and analysis of revenue reports, providing regular financial insights to the relevant stakeholders.

-        Manage payment schedules, invoices, and receipts, ensuring that all financial records are accurate and up-to-date.

-        Collaborate with the finance team to prepare monthly/quarterly financial reports and variance analyses.

Data Analytics & Performance Tracking

-        Compile, organize, and analyze data related to company performance, including financial metrics, KPIs, and other key business indicators.

-        Generate regular reports for the Senior Leadership, focusing on insights that help drive decision-making.

-        Maintain dashboards for ongoing performance tracking across departments.

Calendar Management & Personal Assistance

-        Organize and maintain the Senior Leadership’s calendar, prioritizing meetings, deadlines, and events.

-        Coordinate travel arrangements, accommodations, and schedules for the Senior Leadership.

-        Coordinate internal and external meetings.

-        Manage C Suite exec’s email inbox, ensuring timely responses and follow-ups to critical communications.

Miscellaneous Administrative Tasks

-        Assist with ad hoc projects as requested by the Senior Leadership.

-        Prepare presentations, reports, and other materials needed for executive meetings, client interactions, or investor discussions.

-        Handle confidential and sensitive information with discretion and professionalism.

Key Requirements:

Experience:

-        15+ years of experience in an executive or senior administrative assistant role, ideally in a start-up or fast-paced environment.

-        Proven experience supporting C-suite executives, particularly CEO’s and Senior Leadership, with administrative, strategic, and operational functions.

-        Experience in working with board members, investors, and high-level stakeholders.

- Exposure of working on NetSuite will be an added advantage

Skills & Expertise:

-        Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

-        Excellent written and verbal communication skills.

-        Proficiency in financial reporting, budgeting, and cost management.

-        Solid understanding of basic financial principles, analytics, and tools.

-        Advanced proficiency in office tools (Google Suite, MS Office) and project management tools (e.g., Asana, Trello, Monday.com).

-        Knowledge of tools for data analysis and reporting (e.g., Excel, Google Sheets, financial modeling tools).

-        Ability to work independently, take initiative, and act as a problem solver.

-        High attention to detail and accuracy.

Soft Skills:

-        Strong interpersonal skills, with the ability to build relationships across teams and with external stakeholders.

-        Ability to handle high-pressure situations with a calm and solution-focused approach.

-        Strong judgment and discretion when dealing with sensitive or confidential information.

-        Self-motivated and proactive, with a strong work ethic.

Attention to Detail & Organization:

-        Highly organized and detail-oriented with the ability to handle multiple tasks and priorities effectively.

-        Strong problem-solving skills and the ability to manage confidential information with discretion.

Technical Proficiency:

• Experience in the start-up ecosystem or venture capital environment.
• Experience with legal documentation related to board meetings, funding rounds, or corporate governance.
• Familiarity with CRM systems or fundraising platforms.
• Background in finance or accounting, with a strong understanding of budgeting and revenue forecasting.

Education:

·        Bachelor’s degree in related field