Reports to: Managing Director & Group HR Director

About the Role

The Executive Assistant & Office Manager provides high-level support to the Managing Director and the wider C-suite and senior management on administrative matters and expense claims, while overseeing office operations, HR administration, and key projects and initiatives. This role offers exposure to cross-functional teams and opportunities to contribute to high-impact projects, with potential for growth into a broader leadership support role.

Key Responsibilities

Executive Support

Provide comprehensive support to the Managing Director and senior leaders, including calendar management, meeting coordination, and communication of deadlines and deliverables.
Coordinate travel, accommodation, visas, and itineraries for senior leaders.
Prepare administrative reports, process expense claims, and maintain organized filing systems.
Partner with leadership on prioritizing initiatives and supporting decision-making.

Office and Administrative Management

Oversee administrative operations, including managing office supplies, vendor relationships, and service provider management.
Provide administrative support for various internal teams, including document management and filing.
Support the management of departmental budgets for administrative needs.

HR Administration

Coordinate onboarding and offboarding, including documentation, system access, and exit formalities.
Coordinate IT systems, including creation and removal of employee email accounts, in support of onboarding and offboarding.
Arrange and deliver new hire orientation and induction.
Prepare and publish job postings across recruitment channels.
Schedule and coordinate interviews between candidates and hiring managers.
Manage the renewal of company and employee insurance policies.

Requirements

Education and Experience

Bachelor's degree in any discipline, preferably with experience in business administration, project management, office management, or related fields.
Minimum of 5 years of experience providing executive support and managing office operations, including exposure to HR administration, special projects, or cross-functional initiatives.

Skills

Strong organizational, decision-making, and problem-solving skills, particularly under pressure.

Preferred

Experience in a fast-paced trading or commodities environment.