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.