Executive Assistant

Overview

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.