Administrative Assistant

StoneX; Greater London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading financial services provider in Greater London seeks an individual to manage the EMEA Signings inbox, processing vital documents for multiple entities. Ideal candidates have strong organizational skills, are detail-oriented, and can handle confidential information efficiently. This role requires excellent communication abilities and a proactive approach to support corporate events. Enjoy a dynamic working environment with a focus on teamwork and professional growth.

Qualifications

• Experience managing multiple tasks across regions.
• Skilled at handling confidential documents.
• Able to monitor and chase pending signatures.

Responsibilities

• Manage EMEA Signings inbox and process documents.
• Request and track signatures from approved lists.
• Coordinate notarization and translation requests.

Skills

Strong administrative and organizational skills

Attention to detail

Confident communicator

Microsoft Office Suite proficiency

Time management

Tools

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

• 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

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