Team Assistant

You will provide day-to-day administrative support to the Executive Assistant to the CEO, ensuring smooth coordination of administrative and operational activities in a fast-paced, global trading environment. You will manage calendars, meetings, and scheduling across multiple time zones, organize meeting logistics, and prepare meeting materials and presentations. You will act as a point of contact for internal stakeholders, support cross-regional coordination, and coordinate all travel arrangements including flights, accommodation, and itineraries. You will also support the planning of internal events, leadership meetings, offsites, and board-related logistics, process expenses and invoices, maintain organized records, and contribute to ad hoc projects and process improvements within the CEO Office.

Responsibilities

• Provide day-to-day administrative support to the Executive Assistant to the CEO
• Manage calendars, meetings, and scheduling across multiple time zones
• Organise meeting logistics, including room bookings, catering, and travel arrangements
• Prepare meeting materials, agendas, and presentations
• Act as a point of contact for internal stakeholders on behalf of the CEO Office
• Support cross-regional coordination and ensure timely follow-up on action items
• Coordinate all travel arrangements including flights, accommodation, and itineraries
• Prepare travel briefings and documentation, and proactively handle any changes
• Support the planning of internal events, leadership meetings, offsites, and board-related logistics
• Process expenses, invoices, and approvals accurately and in a timely manner
• Maintain organised records and ensure compliance with internal policies
• Contribute to ad hoc projects and process improvements within the CEO Office

Requirements

• 2–5 years of experience in an administrative or support role (e.g. Team Assistant, Office Manager, PA)
• Strong organizational skills and attention to detail
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• High level of professionalism and discretion when handling sensitive information
• Excellent communication skills in English
• Proactive mindset and willingness to take ownership
• Strong MS Office / Microsoft 365 skills
• Interest in and confidence using AI tools (e.g. Microsoft Copilot) to work more efficiently and support day-to-day coordination
• Comfortable working in office 5 days per week