Executive Assistant, Equities Sales & Marketing

Join our team to support senior leaders in delivering exceptional outcomes for our clients.

As an Executive Assistant in Equities Sales & Marketing, you’ll be at the heart of our operations, ensuring seamless support to enable our teams to focus on what matters most.  This is your opportunity to grow your career, build strong relationships, and contribute to a culture of excellence. You will work closely with colleagues both locally and globally, helping us deliver outstanding results in a dynamic environment. 

You'll use strong judgement with a collaborataive, team-first approach to manage priorities, coordinate logistics, and deliver a consistently high standard of administrative and operational support.  You'll also partner with other Executive Assistants to ensure seamless coverage and consistent suport for key stakeholders.  

Job Responsibilities

Executive & Business Support

• Manage complex calendars, coordinate meetings across multiple time zones, anticipate needs, and proactively resolve scheduling conflicts.
• Screen and prioritize calls, emails, and business requests while handling confidential information with discretion and strong follow-through.
• Draft, edit, and quality-check professional communications, documents, presentations, and meeting materials.
• Build and maintain strong relationships with internal and external stakeholders to deliver a seamless client and stakeholder experience.
   

Expenses (High-Volume) Invoices & Controls

• Manage high-volume expense processing and invoice administration, ensuring accuracy, timely submission, policy compliance, and prompt resolution of discrepancies.

Logistics & Coordination

• Coordinate domestic and international travel arrangements in compliance with firm policies and documentation requirements.
• Organize and execute meetings and events, including agendas, materials, attendee coordination, and on-the-day logistics.
• Support office operations and ad hoc projects by managing supplies, coordinating stakeholder inputs, tracking actions, and driving timely completion of deliverables.

Required Qualifications, Capabilities, and Skills

• Minimum 3 years’ experience as an Executive Assistant supporting senior leaders across large teams
• Advanced organizational skills and attention to detail
• Demonstrated sound judgement and discretion in confidential matters
• Strong interpersonal, written, and verbal communication abilities
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook - incl. CoPilot)
• Excellent telephone etiquette and ability to manage competing priorities
• Proven experience managing complex calendars and travel arrangements
• Business or Secretarial College diploma or equivalent qualification
   

Preferred Qualifications, Capabilities, and Skills

• Experience supporting teams in an Equities Trading environment or equivalent dynamic workspace in financial services
• Familiarity with expense management systems and invoice processing
• Experience coordinating logistics across multiple locations
• Ability to work effectively with remote teams
• Experience leading or supporting ad hoc projects
• Advanced proficiency in Microsoft Office applications
• Demonstrated adaptability in a fast-paced, dynamic environment