Executive Assistant

Capula; City Of London; On-site; GBP 30,000 - 50,000; Full time

Job summary

A financial services firm in London is seeking a highly organised Executive Assistant to provide dedicated support to a team of traders and senior managers. The ideal candidate will have significant prior experience in a fast-paced environment and be proficient in Microsoft Office. Responsibilities include managing diaries, organising travel, and preparing meeting materials. This role requires presence in the office full-time and offers competitive salary and benefits.

Benefits

Competitive salary

Private medical insurance

Life assurance

Pension

Corporate gym membership

Employee restaurant with free meals

Qualifications

• Significant prior experience providing high-level administrative or personal assistance in a fast-paced environment.
• Experience supporting senior stakeholders with proven ability to manage competing demands.

Responsibilities

• Provide dedicated support to a team of traders and a Partner.
• Manage complex and demanding diaries.
• Organise travel arrangements and coordinate schedules.
• Prepare and process expense claims accurately.
• Arrange and schedule internal and external meetings.
• Maintain strict confidentiality and act with discretion.

Skills

Excellent organisational and multitasking skills

Proficiency in Microsoft Office Suite

Demonstrated discretion and professionalism

Strong interpersonal and communication skills

Ability to remain calm and composed under pressure

Flexible and adaptable

Education

Bachelor’s degree

Job description

Capula is seeking a highly organised and proactive Executive Assistant to join our London office. This role will provide dedicated support to a team of traders and one of our Partners, as well as broader administrative support to senior managers on the trading floor. The successful candidate will be an experienced assistant who is professional, dependable, and thrives in a fast-paced environment where attention to detail and discretion are essential.

Please note that this role requires being in the office five days per week.

Key Responsibilities

• Provide dedicated support to a team of traders and a Partner, while also assisting other senior managers as required.
• Manage complex and demanding diaries, ensuring schedules are coordinated effectively and priorities are met.
• Organise travel arrangements, including flights, visas, accommodation, and detailed itineraries; liaise with other departments or assistants to ensure smooth coordination.
• Prepare and process expense claims accurately and in a timely manner.
• Arrange and schedule internal and external meetings, including room bookings, catering, and supporting documentation.
• Coordinate attendance at corporate events, such as lunches, dinners, and other functions.
• Collate and prepare meeting materials and management information packs (e.g., PowerPoint presentations).
• Maintain strict confidentiality and act with discretion at all times.
• Provide cover for other assistants and administrative colleagues during absences.
• Handle incoming calls as part of the administration team, taking and relaying messages professionally.
• Where required, act as a floating assistant across trading teams, and provide occasional support on UK bank holidays (ad hoc).
• Undertake additional administrative tasks as required in line with business needs.

Education & Qualifications

• Bachelor’s degree is highly desirable.

Experience

• Significant prior experience providing high-level administrative or personal assistance in a financial services or other fast-paced professional environment.
• Experience supporting senior stakeholders, with proven ability to manage competing demands effectively.

Skills

• Excellent organisational and multitasking skills, with strong attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Demonstrated discretion, professionalism, and the ability to handle confidential information with integrity.
• Proactive and self-motivated, with the ability to anticipate needs and take initiative.
• Strong interpersonal and communication skills, with a confident and professional manner.
• Ability to remain calm and composed under pressure, while delivering to a high standard.
• Flexible, adaptable, and able to work effectively both independently and as part of a team.

• Competitive salary
• Private medical insurance
• Life assurance
• Pension
• Corporate gym membership (and a complimentary wellness space in our London office)
• Employee restaurant with free breakfast, lunch and dinner

Capula is committed to fostering a collaborative and inclusive environment, providing employees with the opportunity to develop their skills and advance their careers in the financial sector.