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Overview

We are searching for a seasoned and exceptionally organised Executive Assistant to provide comprehensive support to the Head of European Trading along with three senior executives of the European Trading leadership team. This role operates within a high-velocity trading setting where priorities may rapidly change, demanding agility and foresight.

Key Responsibilities

Deliver dedicated administrative and executive backing to the Head of European Trading and three senior trading leaders.
Oversee complex, frequently shifting schedules across diverse time zones, prioritising meetings to maximise executive efficiency.
Prepare daily and weekly plans ensuring executives are fully briefed and ready for upcoming engagements.
Handle sensitive information with utmost confidentiality and tact.
Manage coordination of internal and external meetings with senior stakeholders distributed globally.
Arrange meeting spaces and virtual facilities and address scheduling conflicts proactively.
Organise all facets of international and domestic business travels, including multi-city itineraries, accommodations, and ground transportation while promptly reacting to travel disruptions.
Administer visa and travel documentation processes as needed.
Promptly process expenses, prepare and format official documents, coordinate approvals, and maintain organised records to support the team effectively.
Facilitate visits for colleagues from other offices ensuring smooth logistics, including seating arrangements, calendar invites, and hospitality events like business dinners.
Exercise autonomous judgement in managing executives' calendars by protecting focus time, challenging non-essential meetings, and making routine travel and scheduling decisions without requiring further approval.

Required Qualifications and Skills

Demonstrated extensive experience in supporting senior executives within demanding business environments.
Outstanding organisational abilities and adeptness in managing time effectively.
Proven expertise in handling intricate calendars and coordinating international travel.
Strong decision-making skills paired with the confidence to prioritize competing tasks.
Excellent communication skills, both written and verbal.
High meticulousness and capacity to perform well under pressure.
Advanced skills in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
Unwavering professionalism and discretion.

Preferred Attributes

Experience supporting senior leadership within trading, financial markets, or other fast-paced front-office environments.
Background in working across numerous international offices and various time zones.

Personal Characteristics

Proactive and highly organised.
Ability to remain composed under pressure.
Resourceful and solution-focused.
Adaptable and resilient mindset.
Professional, trustworthy, and discreet demeanor.
Confident engaging with senior-level stakeholders.
Capacity to work independently with minimal oversight.

Executive Assistant

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