Executive Assistant

The TP ICAP Group is a world leading provider of market infrastructure.

Our purpose is to provide clients with access to global financial and commodities markets, improving price discovery, liquidity, and distribution of data, through responsible and innovative solutions.

Through our people and technology, we connect clients to superior liquidity and data solutions.

The Group is home to a stable of premium brands. Collectively, TP ICAP is the largest interdealer broker in the world by revenue, the number one Energy & Commodities broker in the world, the world's leading provider of OTC data, and an award winning all-to-all trading platform.

Founded in London in 1866, the Group operates from more than 60 offices in 27 countries. We are 5,200 people strong. We work as one to achieve our vision of being the world's most trusted, innovative, liquidity and data solutions specialist.

About Parameta Solutions

Parameta Solutions is the Data & Analytics division of TP ICAP Group. The business provides clients with unbiased OTC content and proprietary data, in-depth insights across price discovery, risk management, benchmark and indices, and pre and post-trade analytics. Its post-trade solutions offering helps market participants control their counterparty and regulatory risks through a growing range of tools that manage balance-sheet exposure, as well as compression and optimisation services. The Data & Analytics division includes the following brands: Tullett Prebon Information, PVM Data Services, ICAP Information and Burton-Taylor Consulting.

Role Overview

As the Assistant Coordinator to the Parameta Solutions Leadership Team, you will play a pivotal role in providing high-level support to our senior leadership team. Your primary responsibility will be to manage extensive diary coordination, handle complex travel arrangements, and serve as the initial point of contact for the Parameta Solutions business. This role requires exceptional organizational skills, impeccable attention to detail, and the ability to navigate a fast-paced executive environment with professionalism and discretion. As a key member of the team, you will contribute to the seamless operation of our executive offices and support the achievement of our strategic objectives.

This is a truly global role; however, we are only able to consider candidates who are able to work across all US time zones.

Role Responsibilities

1. Capably coordinate and manage busy calendars, adeptly scheduling meetings across multiple time zones while effectively resolving conflicts and prioritizing commitments to optimize the Leadership Team's schedules.
2. Handle sensitive information with the utmost discretion and maintain strict confidentiality in all interactions and tasks, demonstrating professionalism and trustworthiness in every aspect of the role.
3. Excel in a fast-paced environment, remaining calm and composed while managing competing priorities, tight deadlines, and unexpected changes, ensuring seamless operations for the executive team.
4. Expertly organize complex travel arrangements, including accommodation, transportation, and meeting schedules, ensuring smooth and efficient travel experiences for the PS Leadership Team.
5. Efficiently prepare, reconcile, and submit travel and corporate expenses, meticulously maintaining accurate records and adhering to company policies and procedures.
6. Foster positive relationships with internal and external stakeholders at senior levels, serving as a professional and personable point of contact for inquiries and requests.
7. Provide comprehensive administrative support, liaising with customers, visitors, and personal guests, and handling inquiries directed to the PS Leadership Team.
8. Support the PS Leadership Team's to prepare presentation materials, assisting in the preparation, formatting, and distribution of information packs and presentations for key meetings and events.
9. Assist in the organization and coordination of meetings and events, including collating documents, coordinating logistics, and providing technology support for presentations and video/teleconferencing.
10. Facilitate the onboarding process for new starters, coordinating desk setups, training programs, and logistics, ensuring a smooth transition for employees joining the organization.
11. Demonstrate strong communication skills and initiative, effectively conveying information across all levels of the organization and proactively researching and resolving inquiries or issues as they arise.
12. Provide ad-hoc cover for chairing town hall meetings and minute-taking responsibilities, ensuring accurate recording and distribution of meeting minutes to relevant stakeholders.
13. Offer ad-hoc holiday and sickness cover for internal Assistant Coordinators, demonstrating flexibility and adaptability to support the needs of the wider administrative team.

Experience / Competences

Essential

1. Ability to work Eastern Time Zone (New York) is critical as well as other US geographies.
2. Current experience as a Senior Admin Assistant.
3. Proven and demonstrated ability to prioritize workload and multi-task, unsupervised and independently.
4. Excellent organizational skills – prioritize work according to deadlines.
5. Flexible and agile approach to work including the ability to adapt to a range of tasks.
6. Proven and demonstrated skills using Microsoft programs (e.g. Office, Word, PowerPoint as a minimum).

Desired

1. Experience in an Executive Admin position.
2. Understanding of the business, its structure, current developments and projects.
3. Ability to develop solid working relationships at all levels.
4. Able to communicate effectively across all levels.
5. Plenty of initiative, with the ability to research and find specific facts quickly.
6. Sensitive to other peoples' work pressures.

Job Band & Level

1. Support / 3

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