Job Description

Job highlights

Full time
London, Greater London, United Kingdom
Secretarial

Job ID

R200001229

Closing date

Never

Last Updated

21/07/2025Summary
In details, the position encompasses duties and responsibilities as follows:

As an Executive Assistant, you will contribute to the efficiency of the business by providing comprehensive, personalised, and timely support. In this pivotal role, you will manage a wide range of administrative and executive support tasks, demonstrating a high level of professionalism and confidentiality. You will be a proactive and dedicated individual with a passion for providing exceptional assistance - this is a position where you have the opportunity to make a real impact.
This position offers a unique opportunity to work for a fast paced, multinational commodity trading organisation that values its employees and is committed to delivering exceptional delivery globally. We're seeking top talent who shares commitment to excellence, exceeding expectations, and fostering enduring relationships built on trust and integrity.
Your responsibilities will include managing complex calendars across multiple timezones, coordinating travel arrangements, preparing reports and presentations, and acting as a key liaison between the executives and both internal and external stakeholders. Your exceptional organisational skills, proactive approach, and ability to anticipate the needs of two members of management is essential in ensuring smooth operations and enabling focus on strategic priorities.
The ideal candidate disposes of:

Proactive and comprehensive diary management. Preparing meeting agendas, preparation and collation of meeting related papers, articulating clear deadlines for submission and chasing where necessary Booking meeting rooms and other logistics

Event management for global departmental events/strategy days.Arrange international travel and accommodations (including visa applications) Responding to information requests and ensuring follow-up actions are appropriately dealt with Ability to handle sensitive information with utmost discretion and maintain confidentiality at all times. Coordinate and liaise with other departments as needed Assist in preparing reports, spreadsheets and presentations Strong interpersonal skills to build relationships with executives, colleagues, and external partners.

Prepare, reconcile and submit expense reportsOther ad hoc duties with occasional personal administration support. Providing flexible cover for colleagues, as necessary

Skills:
Proven EA experience supporting Senior Director/VP/C-Suite level
Experience working within a fast-paced professional services environment
Excellent written and verbal communication skills
High emotional intelligence
A high level of proficiency in Microsoft Office Suite (in particular, a good command with Excel and Ppt)
Strong organisational and time management skills
Proven ability to handle confidential information with discretion
Strong business acumen
Strong attention to detail
Ability to work across multiple time zone
The ability to juggle multiple responsibilities
The ability to remain calm under pressure
A can-do attitude and willingness to get stuck in and help out in any way you can
Be forward thinking
Be agile and adaptable
Ability to work as part of a wider team and cultivate productive working relationships across the business