Executive Assistant (50963) at Ntice Sourcing Solutions

Job Description

• We are seeking an experienced Executive Assistant to provide high-level support within a fast-paced, multinational commodity trading environment. In this pivotal role, you will manage the diaries of two Directors, both of whom operate remotely, ensuring seamless organisation and efficiency.
• This is an exciting opportunity for someone highly proactive, emotionally intelligent, and adaptable, with proven ability to thrive under pressure
• If you are skilled at managing multiple executive priorities, comfortable with constant change, and confident in your ability to communicate effectively across time zones, this role offers you the chance to make a real impact

Key Responsibilities:

• Comprehensive diary management for two Directors, including scheduling across multiple time zones
• Preparing meeting agendas, collation of documents, and tracking deadlines
• Booking meeting rooms and managing logistics for both in-person and virtual meetings
• Organising international travel and accommodations (including visas)
• Coordinating global events and departmental strategy days
• Liaising with travel providers to secure best routes, pricing, and arrangements
• Preparing reports, spreadsheets, and presentations (including advanced Excel functions such as pivot tables)
• Managing and reconciling expense reports
• Responding to requests for information and ensuring follow-ups are actioned
• Building strong relationships with executives, colleagues, and external partners
• Supporting with ad hoc duties, including occasional personal administration tasks
• Providing flexible cover for colleagues when required

Key Relationships:

• Chief Risk Officer
• Divisional CIO

Required Skills

• Diploma/Certificate in Office Administration, Business Administration, or Secretarial Studies (Bachelor's degree advantageous)
• Proven EA experience supporting Senior Director/VP/C-Suite level executives
• Demonstrated experience managing multiple executive diaries simultaneously
• Strong proficiency in Microsoft Office, particularly Excel (pivot tables) and PowerPoint
• Previous experience working with travel providers for complex itineraries
• Experience working across multiple time zones
• Strong organisational and time management skills
• Excellent written and verbal communication abilities
• High emotional intelligence with discretion and confidentiality
• Ability to remain calm under pressure in a fast-paced, constantly changing environment
• Strong business acumen with sharp attention to detail
• Proactive, forward-thinking, and adaptable to shifting priorities
• A positive, can-do attitude with a collaborative mindset