Executive Assistant

ICAP Information Services Limited; City Of London; On-site; GBP 45,000 - 60,000; Full time

Job summary

TP ICAP Group is seeking an experienced Executive Assistant to support the divisional CEO at our London office. The role requires exceptional organisation, discretion, and the ability to thrive in a fast-paced financial services environment.

You will manage busy calendars across multiple time zones, arrange complex travel, and prepare presentations, minutes, and briefing packs for key meetings with senior stakeholders.

Qualifications

• Experience as Senior Administrative Assistant or Executive Assistant in Financial Services is required.
• Ability to manage busy calendars across time zones with discretion.
• Excellent organisation, communication and proactive problem solving.

Responsibilities

• Capably coordinate and manage busy calendars across multiple time zones.
• Organise complex travel arrangements, including accommodation and transportation.
• Prepare and submit travel expenses with accurate documentation.
• Support the CEO with meeting materials, presentations and minutes.
• Provide onboarding support and cover for other Executive Assistants.
• Liaise with senior stakeholders and handle confidential information with discretion.

Skills

Executive Assistant experience

Financial Services experience

Organisation & diary management

Discretion & professionalism

Communication at all levels

Tools

Microsoft Office Suite

PowerPoint

Job description

The TP ICAP Group is a world leading provider of market infrastructure. Our purpose is to provide clients with access to global financial and commodities markets, improving price discovery, liquidity, and distribution of data, through responsible and innovative solutions. Through our people and technology, we connect clients to superior liquidity and data solutions. The Group is home to a stable of premium brands. Collectively, TP ICAP is the largest interdealer broker in the world by revenue, the number one Energy & Commodities broker in the world, the world’s leading provider of OTC data, and an award winning all-to-all trading platform. The Group operates from more than 60 offices in 27 countries. We are 5,300 people strong. We work as one to achieve our vision of being the world’s most trusted, innovative, liquidity and data solutions specialist. TP ICAP. We connect.

About Parameta Solutions

Parameta Solutions is the Data & Analytics division of TP ICAP Group. The business provides clients with unbiased OTC content and proprietary data, in-depth insights across price discovery, risk management, benchmark and indices, and pre and post-trade analytics. Its post-trade solutions offering helps market participants control their counterparty and regulatory risks through a growing range of tools that manage balance-sheet exposure, as well as compression and optimisation services. The Data & Analytics division includes the following brands: Tullett Prebon Information, PVM Data Services, ICAP Information and Burton-Taylor Consulting.

Role Overview

Your primary responsibility will be to manage extensive diary coordination, handle complex travel arrangements, and serve as the initial point of contact for a divisional CEO within the TP ICAP Group business. This role demands exceptional organisational skills, impeccable attention to detail, and the ability to navigate a fast-paced executive environment with professionalism and discretion. Previous experience as an Executive Assistant (EA) or Senior Administrator is essential, ideally within Financial Services, as this sector is considered the best fit for the skill set and understanding required for success in this position. As a key member of the team, you will contribute to the seamless operation of our executive offices and support the achievement of our strategic objectives. This is a full-time, in-office position, requiring attendance 5 days a week. Unfortunately, permanent hybrid or remote working arrangements are not available for this role at this time.

Role Responsibilities

Capably coordinate and manage busy calendars, adeptly scheduling meetings across multiple time zones while effectively resolving conflicts and prioritising commitments to optimise the CEO's schedules. Handle sensitive information with the utmost discretion and maintain strict confidentiality in all interactions and tasks, demonstrating professionalism and trustworthiness in every aspect of the role. Excel in a fast-paced environment, remaining calm and composed while managing competing priorities, tight deadlines, and unexpected changes, ensuring seamless operations for the executive team. Expertly organise complex travel arrangements, including accommodation, transportation, and meeting schedules, ensuring smooth and efficient travel experiences for the CEO. Efficiently prepare, reconcile, and submit travel and corporate expenses, meticulously maintaining accurate records and adhering to company policies and procedures. Foster positive relationships with internal and external stakeholders at senior levels, serving as a professional and personable point of contact for inquiries and requests. Provide comprehensive administrative support, including meet and greet responsibilities, liaising with customers, visitors, and personal guests, and handling inquiries directed to the CEO. Collaborate with the CEO's direct reports on presentation materials, assisting in the preparation, formatting, and distribution of information packs and presentations for key meetings and events. Assist in the organisation and coordination of meetings and events, including collating documents, coordinating logistics, and providing technology support for presentations and video/teleconferencing. Facilitate the onboarding process for new starters, coordinating desk setups, training programs, and logistics, ensuring a smooth transition for employees joining the organisation. Demonstrate strong communication skills and initiative, effectively conveying information across all levels of the organisation and proactively researching and resolving inquiries or issues as they arise. Provide ad-hoc cover for chairing town hall meetings and minute-taking responsibilities, ensuring accurate recording and distribution of meeting minutes to relevant stakeholders. Offer ad-hoc holiday and sickness cover for internal Executive Assistants, demonstrating flexibility and adaptability to support the needs of the wider administrative team.

Experience / Competences

Essential Current experience in an Senior Administrative Assistant or Executive Assistant position within Financial Services is required. Financial Services experience. Ability to commit to 5 days a week, in office, is essential. Proven and demonstrated ability to prioritise workload and multi-task, unsupervised and independently. Excellent organisational skills – prioritise work according to deadlines Flexible and agile approach to work including the ability to adapt to a range of tasks. Proven and demonstrated skills using Microsoft programmes (e.g. Office, Word, PowerPoint as a minimum). Desired Understanding of the business, its structure, current developments and projects. Ability to develop solid working relationships at all levels. Able to communicate effectively across all levels. Plenty of initiative, with the ability to research and find specific facts quickly Sensitive to other peoples’ work pressures.

Company Statement

We know that the best innovation happens when diverse people with different perspectives and skills work together in an inclusive atmosphere. That's why we're building a culture where everyone plays a part in making people feel welcome, ready and willing to contribute. TP ICAP Accord - our Employee Network - is a central to this. As well as representing specific groups, TP ICAP Accord helps increase awareness, collaboration, shares best practice, and holds our firm to account for driving continuous cultural improvement.

Location

UK - 135 Bishopsgate - London Connecting clients, communities and colleagues for sustainable growth TP ICAP connects people, platforms, ideas, and insight across the world’s financial, energy and commodities markets. As a global leader in market infrastructure and data-led solutions, we enhance market access, increase efficiencies, and unlock possibilities.

Work with us

Joining TP ICAP puts you at the heart of markets that matter. You’ll have the freedom to innovate and act on your initiative. We’ll train you and build your abilities in your specialist area, so that you can become an expert in your field. And all within a connected network that’s there to set you up for success.

More about us

TP ICAP Group is a collection of premium brands each with a distinct, client-focused offering. Underpinning and connecting these client-facing brands is the financial security, operational strength and know-how we have as a Group. Connections are at the heart of what we do. We combine our people’s know-how with the latest technology to improve price discovery, trade execution and liquidity flow. Connections create strength. Through them, we help our clients to manage risk, realise investment strategies and expand the scope for growth. And connections act as a catalyst. Sparking richer solutions for our clients to break new ground, modernising markets for future performance, and creating dynamic careers for our people. Our capacity to connect builds trust, supports communities and gives us the power to anticipate and respond to change, whatever direction the world takes. It’s what makes TP ICAP a mainstay in the global markets, now and in the future. TP ICAP. We connect.