Who are we?
Optimized Payments is the only fintech firm purpose-built to find and unlock value wherever it resides in our portfolio’s payment ecosystem. We’ve assembled a team with deep expertise across payments specialties to develop a proprietary analytics platform that finds actionable insights. We are an Atlanta based 17-year-old, and growing, company looking for talented individuals who want to grow with us.
Our client portfolio includes Fortune 500 firms such as Apple, Staples, Safeway, Priceline, AutoNation, and the U.S. Postal Service.
What to expect:
This is not a traditional administrative role — it’s a strategic partnership with the CEO. You’ll help manage his schedule, communications, priorities, and key projects. You’ll work side-by-side with him several days a week in our Atlanta office and remotely the rest of the time.
You’ll also assist with daily prioritization and follow-up by conducting brief (10–15 minute) check-ins with the CEO to review key meetings, tasks, and upcoming milestones. This includes taking ownership of managing a high-volume inbox (~200 emails/day), filtering out nonessential communications, and handling responses on his behalf where appropriate. The EA will maintain strict confidentiality, as the role will involve exposure to company information.
This role is ideal for a proactive, high-energy professional early in their career who thrives in a fast-paced environment, loves problem-solving, and wants to gain direct exposure to executive-level decision-making.
Key Responsibilities
- Calendar & Communication Management
Manage the CEO’s complex calendar, scheduling meetings that align with company priorities.
Prepare agendas and briefing materials for leadership and investor meetings.
Triage and draft emails in the CEO’s voice; manage internal and external communications.
Ensure timely follow-ups and next steps from meetings and key initiatives.
Exercise sound judgment and discretion when managing sensitive information, including personal correspondence and financial materials.
- Operations & Project Support
Track deliverables from leadership, operations, and strategic initiatives (e.g., Harmonize platform, Project Omega).
Create structure and accountability for recurring CEO workflows (e.g., contracts, newsletters, client communications).
Support coordination across Finance, Product, HR, and Marketing teams.
Maintain a “CEO Dashboard” that tracks top priorities, decisions, and deadlines.
Monitor follow-up and action items from leadership and management meetings to ensure completion and accountability.
Identify opportunities to improve processes and reduce inefficiencies, helping the CEO focus on high-impact, strategic work.
- Travel & Event Coordination
Coordinate domestic and international travel, including logistics, agendas, and briefing materials.
Support internal and external events — board meetings, client visits, and company off-sites.
Be the on-site point person for CEO meetings on Atlanta office days.
Travel coordination is expected to be minimal, as most executives manage their own travel; however, the EA should ensure the CEO’s schedule aligns with leadership and client commitments when travel occurs.
- Office & Leadership Support
Partner with Operations to organize team gatherings, leadership meetings, and special events.
Maintain confidentiality and professionalism in handling sensitive information.
Collaborate closely with department leaders (Sales, Technology, Delivery, Finance, HR, and Strategy) to coordinate schedules, leadership meetings, and planning sessions.
Support meeting organization by ensuring agendas, notes, and action items are clearly outlined and accessible within invites.
What you'll bring:
- 3–7 years of experience as an Executive Assistant, Chief of Staff Associate, or Operations Coordinator.
- Exceptional organization, attention to detail, and follow-through.
- Strong written and verbal communication skills — confident drafting in an executive tone.
- Proficiency with Microsoft Outlook, Teams, Excel, and travel/expense management tools.
- Ability to thrive in a fast-moving, entrepreneurial culture.
- A proactive, solutions-first mindset — you anticipate needs before they’re voiced.
- A sense of energy, curiosity, and humility — someone who wants to grow in step with the company.
- Technologically curious — experienced or eager to learn productivity tools such as ChatGPT, Perplexity, Confluence, or Fireflies to improve efficiency and synthesis of meeting notes and communications.
- Able to work with limited direction and make informed decisions; assertive, confident, and not afraid to follow up and hold others accountable.
- Demonstrated stability in past roles and proven discretion in managing confidential information.
What we offer:
For Full-time Optimized Payments employees, we’re offering the following benefits and perks
- Competitive salary and benefits package.
- Stock Options
- 401(K) Plan
- Flexible Discretionary PTO + Paid Holidays
- Opportunity to be part of a dynamic, fast-growing company that will double in size in two years.
- Hybrid work environment with flexibility to work from home 3 days a week.
- A collaborative and inclusive company culture where your ideas are valued.
- Free onsite covered parking and access to a full gym with showers.
Employment Equity
Optimized Payments strongly supports equal employment opportunity for all applicants regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, sexual orientation, genetic information, or any other characteristic protected by provincial and/or federal law. Accommodations for candidates with disabilities are available on request during all aspects of the recruitment and selection process. If accommodation is needed during the recruitment and selection process, please contact us and we will work with you to meet your accessibility needs.
