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Team Executive Assistant
About The Apex Group
The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally, and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hardworking team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.
A career with us should reflect your energy and passion. At The Apex Group, we promise to supercharge your unique skills and experience, ensuring you thrive and reach your full potential while contributing meaningfully to our business, our clients, and our community.
Job Opportunity: Team Executive Assistant
Job Title: Team Executive Assistant Reporting to: Chief Business Officer
Role Overview
We are seeking an experienced Executive Assistant to provide exceptional administrative and organisational support to our Executive Committee. This role will ensure seamless day-to-day operations through detailed management of complex schedules, strategic coordination, and key business processes.
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This is an ideal position for someone who thrives in a fast-paced, globally recognised organisation, where organised excellence and proactive innovation are valued.
Your key focus will include prioritising priorities, managing multiple time zones, and maintaining confidentiality across all business interactions with our stakeholders.
Key Responsibilities
- Provide high-level administrative support to multiple Executive Committee members
- Manage complex executive diaries, including scheduling meetings across multiple time zones
- Coordinate internal and external meetings, ensuring seamless execution
- Arrange and manage end-to-end travel bookings, including multi-destination itineraries
- Organise accommodation, transportation logistics, and visa applications
- Prepare and submit expense reports on behalf of Executives via Workday, ensuring accuracy and compliance
- Oversee approval processes and routine tasks in our Workday system
- Serve as the key point of contact between Executives, internal teams, and external stakeholders
- Handle and safeguard confidentiality in all sensitive information and tasks
- Address ad hoc requests and provide support across day-to-day operations as needed
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Skills & Experience
- 1–2 years’ experience in a Team Assistant, Personal Assistant, or Executive Assistant role
- Proven ability to support multi-executive stakeholders and leadership teams
- Demonstrable experience managing complex diaries, scheduling across time zones, and coordinating internal and external meetings
- Workday experience (or similar systems) in expense processing, approvals, and administration
- Strong track record in preparing expense reports with attention to detail and compliance
- Skill to coordinate multi-destination and international travel
- Excellent written and verbal communication skills in both interacted and documentation
- Exceptional organisational skills, prioritisation, and multitasking attention to detail
- Proactive, adaptable, and solution-oriented mindset
- High degree of professionalism, reliability, and responsiveness
Note on Direct Sourcing:
Unsolicited CV submissions from recruitment agencies to our Talent Acquisition Team or hiring managers will not be accepted. Apex operates a direct-sourcing model, and partnerships with agencies will be managed exclusively through the Talent Acquisition Team.
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