Executive Assistant, Trading Floor

Company Overview

This role sits within the finance sector and supports a busy trading-floor environment.

Role Summary

The position calls for prior exposure to a trading floor and experience assisting more than one team or business group, which would be a strong advantage.

Core Responsibilities

• Handle phone coverage, answer incoming calls, take precise messages, stay aware of the banker’s location at all times, and cover other phone lines when needed.
• Manage light to moderate interaction with clients.
• Keep calendars up to date for meetings and conference calls.
• Coordinate conference rooms and any related catering, audio, and video conferencing setup.
• Organize travel end to end, including flights, hotels, rental cars, sedan service, currency, and updated travel profiles, while securing the required approvals.
• Draft full travel itineraries.
• Prepare and file expense reports promptly.
• Type correspondence, memoranda, and presentation materials.
• Build presentation books and meeting packets, including copying, collating, and binding.
• Maintain organized filing for correspondence and documents.
• Work across firm resources and coordinate with different departments to gather information, fulfill requests, and arrange services.
• Search internal and external resources for research and other supporting materials.
• Send and receive digital and incoming faxes.
• Sort mail and coordinate messenger and overnight delivery services.
• Support teammates during vacation or sick leave and help other groups with phone coverage and office support as needed.
• Perform miscellaneous administrative tasks, including setting up and maintaining mailing groups and keeping the workspace orderly and fully functional.

Required Skills and Attributes

• Excellent communication, sound judgment, and practical problem-solving ability.
• Strong precision, organization, and time-management skills.
• A helpful, upbeat, team-oriented attitude.
• Comfort working in a fast-moving setting while managing several tasks at once.
• Adaptability in handling coverage duties and shifting team needs.

Other Requirements

A college degree is preferred, though relevant corporate experience may also be considered.

Strong working knowledge of Microsoft Office, especially Outlook for email, calendars, and contacts, is required. Familiarity with Excel, PowerPoint, internet-based research, and other research tools is beneficial.

The candidate should stay current with office procedures, technical training, and all applicable policy and compliance requirements.

Additional Information

All information will be handled confidentially in line with equal employment opportunity guidelines.