Executive Assistant & Special Projects Lead

Reports to: Managing Director

About the Role

The Executive Assistant & Special Projects Lead provides high-level support to the Managing Director while managing key strategic projects and initiatives. This role offers exposure to cross-functional teams and opportunities to contribute to high-impact projects, with potential for growth into a broader leadership support role.

Key Responsibilities

• Provide comprehensive support to the Managing Director and senior leaders, including calendar management, meeting coordination, and communication of deadlines and deliverables.
• Coordinate travel, accommodation, visas, and itineraries for senior leaders.
• Prepare administrative reports, manage expenses, and maintain organized filing systems.
• Partner with leadership on prioritizing initiatives and supporting decision-making.

• Assist in planning, coordinating, and tracking company-wide projects and initiatives, ensuring alignment with organizational goals.
• Maintain project documentation, status reports, and ensure timely follow-up on deliverables.
• Coordinate project timelines, resources, and key milestones to ensure successful execution.
• Gain exposure to strategic initiatives and cross-functional projects, with opportunities to take on broader responsibilities over time.

• Oversee administrative operations, including managing office supplies, vendor relationships, and service provider management.
• Provide administrative support for various internal teams, managing documentation and maintaining organized filing systems.
• Coordinate IT systems, including creation and removal of employee email accounts and assisting with onboarding.
• Support the management of departmental budgets for administrative needs.

• Bachelor’s degree in any discipline, preferably with experience in business administration, project management, office management, or related fields.
• Minimum of 5 years of experience providing executive support and managing office operations, including exposure to special projects or cross-functional initiatives.
• Experience in a fast-paced trading or commodities environment is a plus.
• Strong organizational, decision-making, and problem-solving skills, particularly under pressure.
• Excellent communication, writing, and interpersonal skills, with the ability to engage at all organizational levels.
• Motivated to continuously learn and grow, with a desire to take on higher-impact responsibilities over time.