Team Assistant - Company Secretarial team in London

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.

Role Overview

We are seeking an experienced Team Assistant / PA to support the Company Secretarial team in our London office on a full time, permanent basis. The job holder will provide administrative and organizational support to senior stakeholders and the wider Company Secretarial team, including managing diaries, coordinating meetings, and arranging complex travel. The role often involves handling expense reports, maintaining compliance processes, and acting as a key point of contact for internal and external stakeholders. Strong organizational skills, discretion, and the ability to work proactively in fast-paced environments are essential.

Role Responsibilities

• Complex diary management, scheduling meetings in multiple time zones and effectively resolving scheduling conflicts, understanding the business priorities to determine meeting priorities.
• Awareness of Directors’ priorities and responsibilities, assisting in meeting deadlines.
• Preparation of day packs, containing all meeting documentation for commencing day.
• Management over email inbox, reading and prioritising emails, responding where possible and notifying of urgent emails.
• Create and coordinate complex multi country travel schedules, liaising with local region PAs/EAs to build meeting schedule.
• Preparing, reconciling and submitting travel and corporate expenses.
• Meet and greet, liaising with visitors including analysts, shareholders, lenders.
• Maintaining relationships with internal and external stakeholders at senior level.
• Dealing with enquiries in the first instance – directing as necessary.
• Work on presentations for the senior leadership team.
• Preparing and distributing information packs and presentations.
• Collating documents ahead of meetings.
• Attending meetings, providing agendas and making notes for actions.
• Ensuring relevant team Intranet pages are maintained and up to date.
• Providing ad hoc cover and support to other senior leaders as required.
• Providing support on technology e.g. for presentations video/tele conferencing.
• General responsibilities to ensure smooth running of the office, including stationary orders, printer maintenance, security passes for visitors, organising rooms.
• Ad hoc duties as required.

Experience / Competences

Essential

• Understanding of the business, its structure, current developments and projects.
• Previous PA, EA or Team Assistant experience.
• Ability to prioritise workload and multi-task, unsupervised and independently.
• Personable with the ability to develop strong working relationships at all levels.
• Flexible approach to work - ability to adapt to a range of tasks.
• Proactive and highly engaged.
• Excellent attention to detail.
• Ability to work under pressure.
• Advanced MS Office skills.
• High level of integrity and display values in alignment with the organisation’s principles.
• Absolute discretion and confidentiality is essential.
• Willingness to take on additional responsibilities and/or new projects.
• Hands-on problem solver and team player – coordinate across departments.
• Excellent organisational skills – prioritise work according to deadlines.
• Confident and professional writing skills, including ability to draft correspondence on behalf of senior leaders, and knowledge of etiquette for formal correspondence.
• Sensitive to other peoples’ work pressures.
• Excellent telephone manner.
• Able to communicate effectively across all levels.
• Plenty of initiative. Ability to research and find specific facts quickly.
• Develop an understanding of team objectives in order to work pro-actively.
• Strong computing skills: intermediate Word; PowerPoint; Outlook; Visio; Adobe.

Desired

• Prior Financial Services experience.

Location: UK - 135 Bishopsgate - London.