Executive Assistant

Overview

We are looking for a proficient and well-organized Executive Assistant to provide dedicated support to the Head of European Trading and three senior members of the European Trading leadership team. This role operates within a fast-moving trading atmosphere where priorities can shift rapidly. The chosen candidate will act as a reliable partner, enabling the leadership team to function smoothly by handling calendar management, travel arrangements, meeting coordination, and day-to-day administrative tasks. Strong judgment, discretion, and the foresight to anticipate needs are essential.

Key Responsibilities

• Deliver executive support to the Head of European Trading and three senior trading managers.
• Manage intricate and frequently changing schedules across various time zones.
• Prioritize meeting requests to maximize executives' efficiency.
• Prepare detailed daily and weekly agendas ensuring executives are properly briefed.
• Handle sensitive information professionally and confidentially.
• Organize internal and external meetings involving senior stakeholders from multiple global offices.
• Coordinate meetings across diverse time zones and balance competing demands.
• Book physical meeting rooms and virtual conferencing facilities.
• Proactively address and resolve scheduling conflicts.
• Coordinate regular leadership meetings and distribute relevant agendas and materials.
• Manage all facets of domestic and international business travel, including complex multi-city itineraries, accommodations, and ground transportation.
• Prepare comprehensive travel plans and respond swiftly to disruptions or changing requirements.
• Arrange necessary travel documents such as visas.
• Process expense reports accurately and promptly.
• Create and format documents and presentations as needed.
• Coordinate approvals and signatures to facilitate workflow.
• Maintain organized records and contact lists.
• Provide comprehensive administrative support to ensure the leadership team operates efficiently.
• Coordinate visits from colleagues at other offices, delivering a seamless onsite experience.
• Liaise with overseas counterparts to arrange visit logistics.
• Organize seating and workspace for visiting colleagues.
• Arrange calendar invitations and meet-and-greet activities.
• Plan business dinners and hospitality events for the leadership group.
• Exercise independent judgment by acting as a gatekeeper for calendars and meeting requests, challenging or declining requests when necessary, protecting focus time, making routine travel and scheduling decisions, and proactively addressing potential issues.

Candidate Profile

• Extensive experience supporting senior executives in demanding corporate settings.
• Exceptional organizational and time management capabilities.
• Proven expertise managing complex calendars and international travel logistics.
• Strong judgment with the ability to handle multiple competing priorities confidently.
• Excellent verbal and written communication skills.
• Detail-oriented and capable of working effectively under pressure.
• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Maintains absolute discretion and professionalism.

Preferred Qualifications

• Experience supporting senior leaders within trading, financial markets, or similarly fast-paced front-office environments.
• Experience coordinating with multiple international offices and navigating various time zones.

Personal Attributes

• Proactive with strong organizational skills.
• Calm and composed under pressure.
• Resourceful and solutions-driven.
• Adaptable and resilient in dynamic environments.
• Professional, trustworthy, and discreet.
• Confident engaging with senior leadership.
• Capable of working independently with minimal supervision.