Executive Assistant – CEO

Role Overview

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

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

Benefits

• Competitive Salary & Stock Options
• Health Benefits
• New Hire Home-Office Setup: One-time USD $500
• Monthly Stipend: USD $150 per month via a Brex Card