Administrative Assistant

UNAVAILABLE; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading financial services provider in the City of London is seeking an experienced administrator to manage the EMEA Signings inbox. The role involves processing and preparing legal documents for over 30 entities, ensuring accuracy before obtaining signatures, and supporting corporate event planning. Ideal candidates will have strong organizational skills, proficiency in Microsoft Office Suite, and experience in handling confidential documents.

Qualifications

• Strong administrative and organizational skills with excellent attention to detail.
• Ability to manage multiple tasks and priorities across different entities and regions.
• Proficient in Microsoft Office Suite, DocuSign, and general document management systems.

Responsibilities

• Sole management of EMEA Signings inbox.
• Processing legal documents for 30+ entities.
• Working closely with Legal for the approval of documents.

Skills

Administrative skills

Organizational skills

Attention to detail

Communication skills

Time management

Tools

Microsoft Office Suite

DocuSign

Document management systems

Job description

Overview

Connecting clients to markets – and talent to opportunity

With 4,300 employees and over 400,000 retail and institutional clients from more than 80 offices spread across five continents, we’re a Fortune-100, Nasdaq-listed provider, connecting clients to the global markets – focusing on innovation, human connection, and providing world-class products and services to all types of investors.

Whether you want to forge a career connecting our retail clients to potential trading opportunities, or ingrain yourself in the world of institutional investing, The StoneX Group is made up of four segments that offer endless potential for progression and growth.

Business Segment Overview:

Corporate: Engage in a deep variety of business-critical activities that keep our company running efficiently. From strategic marketing and financial management to human resources and operational oversight, you’ll have the opportunity to optimize processes and implement game-changing policies.

Position purpose: Solely manage the EMEA Signings inbox, processing and preparing legal documents (e.g. agreements, NDAs, banking forms) for 30+ entities and ensuring accuracy before Director signatures. Work closely with Legal for approvals, maintain signatory lists, and track and chase pending signatures. Coordinate notarization, apostille, and translation requests, reconcile related invoices, and dispatch documents globally via DHL. Also support the CEO’s EA with Summer and Christmas event planning.

Responsibilities

Primary duties will include:

• Sole management of EMEA Signings inbox
• Processing documents, e.g. Agreements, NDAs, Letters, Banking Forms, etc. for 30+ entities, ensuring they are prepared correctly before requesting Director signatures
• Working closely with Legal for approval of documents for signing
• Accurately requesting signatures from approved signatories lists and maintaining those lists following Board changes
• Monitoring pending signatures and chasing appropriately
• Executing requests for notarization and apostilling through our external solicitors
• Managing requests for document translation through a 3rd party
• Invoice reconciliation from solicitor and translation requests
• Dispatching documentation using DHL courier to various locations across the world
• Supporting CEO EA with Summer and Christmas party planning

Qualifications

To land this role you will need:

• Strong administrative and organizational skills, with excellent attention to detail

• Ability to manage multiple tasks and priorities across different entities and regions

• Skilled in handling confidential documents accurately and efficiently

• Confident communicator, able to work closely with senior stakeholders and external partners

• Proficient in Microsoft Office Suite, DocuSign, and general document management systems

• Comfortable coordinating translation, courier, and notarization requests

• Strong time management and follow-up skills, ensuring deadlines are met

What makes you stand out:

• Experience supporting corporate events or team activities is an advantage

Working Environment:

• 4 days per week onsite
• Team player with a proactive and professional approach
• This role requires extensive walking throughout the day