Executive Assistant- Legal at TabaPay

Palo Alto, California, United States -

Full Time

Start Date

Immediate

Expiry Date

11 Mar, 26

Salary

100000.0

Posted On

11 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Compliance Frameworks, Contract Management, Organizational Skills, Analytical Skills, Communication Skills, MS Word, MS Excel, MS Outlook, Attention to Detail, Problem-Solving, Cross-Functional Coordination, Version Control, Document Management, Regulatory Compliance, Time Management

Industry

Financial Services

Description

Who We Are The world is moving towards instant digital payments and TabaPay is leading the way. We help thousands of Fintechs in the US and Canada instantly move money in and out of accounts and we are actively expanding into other countries. Our customers represent the hottest verticals in the financial service industry such as neobanks, challenger brokers, gaming and wallets. TabaPay is a highly profitable rocketship that processes billions of dollars each year. To learn more visit www.tabapay.com. About the Role We are looking for an Executive Assistant to join our team at TabaPay! This role will support our Legal and Compliance teams and contribute to the smooth operation of critical regulatory and contractual workflows. You’ll manage key documentation, licensing requirements, and cross-functional coordination that enables our teams to operate efficiently and support the organization’s continued growth. Responsibilities Legal & Administrative Support • Maintain organized contract repositories and ensure timely execution, renewal tracking, and amendment management. • Assist in implementing compliance frameworks, internal controls, and documentation standards. • Manage templates, playbooks, and internal process improvements. • Oversee and coordinate the end-to-end contract and agreement workflow to ensure accuracy, efficiency, and timely execution. • Maintain organization of sensitive legal documents and ensure consistent, structured version control. Compliance Support Responsibilities • Create and maintain tracking documentation, spreadsheets, and calendars for MSB licensing, renewal deadlines, regulatory filings, and compliance obligations. • Work with TabaPay officers and internal executives to complete required applications, onboarding forms, and regulatory submissions, including collection and secure handling of personal information. • Coordinate notary and fingerprinting appointments for company officers, ensuring completion within regulatory timelines. • Maintain accurate records for licenses, surety bonds, and Harbor Compliance filings, ensuring renewals, amendments, and submissions occur on time. • Coordinate shipping and secure tracking of physical documents or packages required for regulatory or legal purposes. • Schedule and facilitate meetings, calendar invites, and reminders for compliance-related calls, audits, and regulatory deadlines. • Prepare audit- and exam-ready documentation to support regulator and banking partner requests. Qualifications • 3–5+ years of administrative experience supporting multiple executives. • Advanced working knowledge of MS Word, Excel, and Outlook required. • Familiarity with standard office equipment and applications. • Excellent organizational skills with the ability to manage multiple competing priorities. • Ability to adapt to changing situations with minimal notice and guidance. • Strong analytical and communication skills, including the ability to simplify complex topics. • Proven ability to effectively prioritize and manage both personal and team workflows. • High level of integrity, discretion, and sound judgment when handling sensitive information. • Must be able to come into the office at least 3 days per week. What We Look For • Someone who thrives in a fast-paced, scaling fintech environment. • A detail-oriented professional who can anticipate needs and identify risks early. • A proactive contributor who enjoys cross-functional partnership and problem-solving. • A clear, concise communicator- written and verbal. • Someone comfortable handling confidential and time-sensitive information. Base Pay $100,000.00 Per Annum, Subject to Bonus. Benefits TabaPay offers the following benefits: 100% employer-paid health care insurance including medical, dental, vision, and life insurance (for employee only) Employer 401K Matching Generous and Flexible PTO EEO Employer: TabaPay is an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or any other protected classification.

Responsibilities

The Executive Assistant will support the Legal and Compliance teams by managing documentation, licensing requirements, and coordinating workflows. Responsibilities include maintaining contract repositories, overseeing compliance obligations, and preparing audit-ready documentation.