Reports to: Managing Director
About the Role
The Executive Assistant & Special Projects Lead provides high-level support to the Managing Director while managing key strategic 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 (25%)
- 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, manage expenses, and maintain organized filing systems.
- Partner with leadership on prioritizing initiatives and supporting decision-making.
Special Projects & Strategic Initiatives (40%)
- Assist in planning, coordinating, and tracking company-wide projects and initiatives, ensuring alignment with organizational goals.
- Maintain project documentation, status reports, and ensure timely follow-up on deliverables.
- Coordinate project timelines, resources, and key milestones to ensure successful execution.
- Gain exposure to strategic initiatives and cross-functional projects, with opportunities to take on broader responsibilities over time.
Administrative Support (35%)
- Oversee administrative operations, including managing office supplies, vendor relationships, and service provider management.
- Provide administrative support for various internal teams, managing documentation and maintaining organized filing systems.
- Coordinate IT systems, including creation and removal of employee email accounts and assisting with onboarding.
- Support the management of departmental budgets for administrative needs.
Requirements
- 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 special projects or cross-functional initiatives.
- Experience in a fast-paced trading or commodities environment is a plus.
- Strong organizational, decision-making, and problem-solving skills, particularly under pressure.
- Excellent communication, writing, and interpersonal skills, with the ability to engage at all organizational levels.
Motivated to continuously learn and grow, with a desire to take on higher-impact responsibilities over time.
