Executive Assistant & Office Manager

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.