Executive Assistant

Freight Investor Services (FIS) is a leading global brokerage of freight and commodities. We are the world’s largest broker on dry freight futures, and have a strong presence across the bulk commodities, metals, and energy markets. We were the first brokerage to trade in the cleared market on iron ore and later coking coal futures, and we also maintain a strong position in broking steel futures on all exchanges, as well as fuel oil, base metals, fertilisers, and tanker freight.

We are proud of our innovative ethos, having been first mover on a number of products, most recently on the cobalt and air freight futures markets. Not only do we provide excellent brokerage services, but also data services via our App, FIS Live, other data services, as well as education to help those entering new markets. We have expanded via our network of trading associates and branch offices to offer coverage of derivative and physical shipping markets in London, New York, Houston, Dubai, Mumbai, Athens, Copenhagen, Geneva, Singapore and Shanghai.

Through our global network, FIS offers full brokerage services, trade execution and in-depth market intelligence and data for freight and commodities, as well as providing physical ship and cargo services. Our expertise in managing credit and counterparty risk provides a vital competitive advantage while enabling clients to trade with confidence.

The Role

We have an exciting opportunity for an accomplished Executive Assistant to join a dynamic, entrepreneurial and fast-moving broking environment. This position will play a crucial role in supporting the CEO with key responsibilities from complex diary management to global event co-ordination. This key role offers the opportunity to be at the centre of driving the company’s success.

Responsibilities

• Manage demanding and complex diaries including international travel bookings and detailed itineraries, troubleshooting any scheduling conflicts to ensure smooth day to day engagements.
• Prioritise enquiries and requests; organise conferences and client hospitality, events and seminars.
• Proactively manage the CEO’s inbox, recognising what needs attention.
• Co-ordinate meetings with internal and external stakeholders across different time zones.
• Format and compile internal and external documentation; including agendas, minute-taking and actions for the board and committees.
• Assist with special projects where necessary; produce documentation, reports, and format presentations.
• Prepare and submit expense reports; meet and greet customers and clients, general office management.
• Support other department heads where required with ad hoc administration and event planning for wider team.

Requirements

• Proven experience managing complex international travel bookings, including flights, accommodation, visas, and detailed itineraries - essential.
• Demonstrate previous experience in a similar role within financial or professional services – essential.
• Hyper organized; excellent multi-tasking skills in a high-pressure environment - essential.
• Working collaboratively, building excellent working relationships with internal and external stakeholders.
• Tech savvy; advanced skills in MS Office (Outlook, Word, Excel, PowerPoint).
• Strong interpersonal skills and customer service focus - essential.
• First-class problem-solving skills; resilient – essential.
• Good verbal and written communication skills.
• Excellent written and verbal communication, and analytical skills – essential.
• Adaptable; ability to multi-task and manage time effectively, managing expectations of key stakeholders - essential.
• Proactive approach to work with meticulous attention to detail - essential.
• Maintains confidentiality and discretion at all times – essential.

Our rapidly growing business offers a dynamic environment for talented, entrepreneurial professionals to achieve results and grow their careers.

Benefits

• Competitive salary and discretionary bonus.
• Learning & Development / CPD opportunities.
• Employee Assistance Programme.
• Electric Vehicle scheme.
• Private healthcare and life assurance scheme.