Executive Assistant (South Africa, Latam) - 15612

Somewhere; Dubai; Remote; AED 60,000 - 120,000; Full time

Job summary

A dynamic trading firm is seeking an experienced Executive Assistant to support the senior leadership team remotely. The role requires strong organizational skills and proficiency in Microsoft Office. The ideal candidate will manage complex calendars, coordinate travel, and handle confidential information with discretion. This position is suited for proactive individuals with over 4 years of experience in a fast-paced environment.

Qualifications

• 4+ years of experience as an Executive Assistant, preferably with C-level executives.
• Proficient in Microsoft Office and virtual meeting software.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Manage and coordinate complex calendars and schedules.
• Arrange domestic and international travel logistics.
• Handle sensitive business information with confidentiality.
• Coordinate high-level meetings and prepare materials.
• Act as a liaison between executives and departments.

Skills

Executive Assistant experience

Microsoft Office Suite

Organizational skills

Communication skills

Judgment and independence

Tools

Zoom

Microsoft Teams

Job description

Role: Executive Assistant

Priority Location: Global

Working Hours: 8h00AM - 5h00PM EST

Start Date: Immediately

Salary Range: $1,500 - $2,000

Type of contract: Full-Time

Type of job: Remote

About The Company

Our client is a dynamic, high-growth proprietary trading firm that specializes in quantitative strategies and market-making across global financial markets. We are seeking a highly proactive, organized, and discrete Executive Assistant (EA) to provide comprehensive administrative and operational support to our senior leadership team, ensuring maximum efficiency in a fast-paced, high-stakes trading environment.

Job Summary

The Executive Assistant serves as a critical strategic partner, gatekeeper, and organizational anchor for the firm's senior leadership. The successful candidate will anticipate needs, handle confidential information with absolute discretion, and manage complex logistics to ensure the executives can focus exclusively on critical trading and business development activities.

Key Responsibilities

• Administrative & Calendar Management
• Proactive Calendar Management: Manage and maintain complex, fluid calendars, including scheduling, prioritizing, and resolving conflicts for all internal and external meetings, across multiple time zones.
• Travel Coordination: Arrange and manage all aspects of domestic and international travel, including flights, accommodation, ground transportation, and detailed itineraries.
• Correspondence & Communication: Screen and prioritize incoming calls, emails, and correspondence. Draft, proofread, and prepare professional communications, reports, and presentations on behalf of the executives.
• Expense Management: Accurately process and reconcile expense reports, invoices, and corporate credit card statements, ensuring adherence to firm policy.
• Confidential Information: Handle all sensitive business and personal information, including trading strategies, compensation data, and proprietary research, with strict confidentiality and integrity.
• Operational & Project Support
• Meeting Support: Organize and coordinate high-level meetings (e.g., Board meetings, investor relations calls), including preparing agendas, distributing pre-read materials, and potentially taking and distributing detailed meeting minutes.
• Office Liaison: Act as a key liaison between the executive office and internal departments (e.g., Trading, Tech, Finance, Legal) and external stakeholders (e.g., clients, investors, vendors).
• Project Assistance: Provide logistical and administrative support for special projects and initiatives, conducting basic research and compiling data summaries as needed for strategic decision-making.

Qualifications

• Required Skills & Experience
• 4+ years of experience as an Executive Assistant, ideally supporting C-level or senior partners in a financial services, trading, or high-tech environment.
• Expert proficiency in the Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and experience with virtual meeting software (e.g., Zoom, Microsoft Teams).
• Exceptional organizational and time management skills with a demonstrated ability to prioritize multiple tasks and meet tight deadlines in a demanding, fast-paced setting.
• Outstanding verbal and written communication skills with a meticulous attention to detail and professional demeanor.
• Proven ability to exercise sound judgment and work independently with minimal direction.