We are seeking an experienced and highly organised Executive Assistant to support the Head of European Trading and three senior members of the European Trading leadership team.
This is a fast-paced role in a dynamic trading environment where priorities can change quickly. The successful candidate will be a trusted partner who enables the leadership team to operate efficiently by taking ownership of calendars, travel, meeting coordination and day-to-day administration. They will demonstrate sound judgement, discretion and the ability to anticipate needs before they arise.
What you'll be doing:
Executive Support
- Provide dedicated executive support to the Head of European Trading and three senior trading managers
- Manage complex and frequently changing calendars across multiple time zones
- Prioritise meeting requests and help optimise executives' time.
- Prepare daily and weekly schedules, ensuring executives are well prepared for upcoming commitments.
- Handle confidential information with professionalism and discretion.
Calendar & Meeting Management
- Coordinate internal and external meetings involving senior stakeholders across multiple global offices.
- Schedule meetings across different time zones while balancing competing priorities.
- Book meeting rooms and virtual meeting facilities.
- Proactively identify and resolve scheduling conflicts.
- Coordinate recurring leadership meetings and circulate agendas or materials where required.
Travel Management
- Manage all aspects of domestic and international business travel.
- Coordinate complex multi-city itineraries, including flights, accommodation and ground transport.
- Prepare detailed travel itineraries.
- Respond quickly to travel disruptions and changing business requirements.
- Coordinate visas or other travel documentation where required.
Administrative Support
- Process expenses accurately and promptly.
- Prepare and format documents and presentations as required.
- Coordinate approvals and signatures.
- Maintain organised records and contact lists.
- Provide general administrative support to ensure the smooth running of the leadership team.
Visitor & Event Coordination
- Coordinate visits from colleagues based in other offices, ensuring a smooth and well-organised experience while they are on site.
- Liaise with counterparts in overseas offices to ensure all arrangements are in place ahead of a visit.
- Organise seating and workspace arrangements for visiting colleagues.
- Arrange calendar invites and coordinate meet-and-greet logistics.
- Organise business dinners and other hospitality for the leadership group.
Decision-Making Authority
The Executive Assistant is expected to exercise independent judgement in managing the executives' time and priorities. This includes:
- Acting as a gatekeeper for calendars and meeting requests.
- Challenging or declining meeting requests where appropriate.
- Protecting focus time and ensuring schedules reflect business priorities.
- Making routine travel and scheduling decisions without requiring executive approval.
- Anticipating issues and resolving them proactively wherever possible.
What we're looking for
Essential
- Significant experience supporting senior executives in a demanding corporate environment.
- Exceptional organisational and time management skills.
- Extensive experience managing complex calendars and international travel.
- Strong judgement and the confidence to manage competing priorities.
- Excellent written and verbal communication skills.
- High attention to detail and ability to work under pressure.
- Advanced proficiency in Microsoft Outlook, Teams, Word, Excel and PowerPoint.
- Absolute discretion and professionalism.
Desirable
- Experience supporting senior leaders within trading, financial markets or other fast-paced front-office environments.
- Experience working across multiple international offices and time zones.
Personal Attributes
The ideal candidate will be:
- Proactive and highly organised.
- Calm under pressure.
- Resourceful and solutions-oriented.
- Adaptable and resilient.
- Professional, trustworthy and discreet.
- Confident working with senior stakeholders.
- Comfortable operating independently with minimal supervision.