Executive Assistant, Parameta Solutions 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 operates from more than 60 offices in 27 countries. We are 5,300 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.

Role Overview: Your primary responsibility will be to manage extensive diary coordination, handle complex travel arrangements, and serve as the initial point of contact for the division CEO within the Parameta Solutions business. This role demands exceptional organisational skills, impeccable attention to detail, and the ability to navigate a fast-paced executive environment with professionalism and discretion.

Previous experience as an Executive Assistant (EA) or Senior Administrator is essential, ideally within Financial Services, as this sector is considered the best fit for the skill set and understanding required for success in this position. 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 full-time, in-office position, requiring attendance 5 days a week. Unfortunately, permanent hybrid or remote working arrangements are not available for this role at this time.

Role Responsibilities:

• Capably coordinate and manage busy calendars, adeptly scheduling meetings across multiple time zones while effectively resolving conflicts and prioritising commitments to optimise the CEO's schedules.
• 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.
• 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.
• Expertly organise complex travel arrangements, including accommodation, transportation, and meeting schedules, ensuring smooth and efficient travel experiences for the CEO.
• Efficiently prepare, reconcile, and submit travel and corporate expenses, meticulously maintaining accurate records and adhering to company policies and procedures.
• Foster positive relationships with internal and external stakeholders at senior levels, serving as a professional and personable point of contact for inquiries and requests.
• Provide comprehensive administrative support, including meet and greet responsibilities, liaising with customers, visitors, and personal guests, and handling inquiries directed to the CEO.
• Collaborate with the CEO's direct reports on presentation materials, assisting in the preparation, formatting, and distribution of information packs and presentations for key meetings and events.
• Assist in the organisation and coordination of meetings and events, including collating documents, coordinating logistics, and providing technology support for presentations and video/teleconferencing.
• Facilitate the onboarding process for new starters, coordinating desk setups, training programs, and logistics, ensuring a smooth transition for employees joining the organisation.
• Provide ad-hoc cover for chairing town hall meetings and minute-taking responsibilities, ensuring accurate recording and distribution of meeting minutes to relevant stakeholders.
• Offer ad-hoc holiday and sickness cover for internal Executive Assistants, demonstrating flexibility and adaptability to support the needs of the wider administrative team.

Experience / Competences:

• Current experience in a Senior Administrative Assistant or Executive Assistant position within Financial Services is required.
• Ability to commit to 5 days a week, in office, is essential.
• Proven and demonstrated ability to prioritise workload and multi-task, unsupervised and independently.
• Excellent organisational skills – prioritise work according to deadlines.
• Flexible and agile approach to work including the ability to adapt to a range of tasks.
• Proven and demonstrated skills using Microsoft programmes (e.g. Office, Word, PowerPoint as a minimum).

Desired:

• Understanding of the business, its structure, current developments and projects.
• Ability to develop solid working relationships at all levels.
• Able to communicate effectively across all levels.
• Plenty of initiative, with the ability to research and find specific facts quickly.
• Sensitive to other peoples’ work pressures.

Company Statement: We know that the best innovation happens when diverse people with different perspectives and skills work together in an inclusive atmosphere. That's why we're building a culture where everyone plays a part in making people feel welcome, ready and willing to contribute.