Team Assistant to Executive Committee

Hong Kong Exchanges and Clearing Limited (HKEX); Greater London; On-site; GBP 40,000 - 55,000; Full time

Job summary

Hong Kong Exchanges and Clearing Limited (LME) in London is seeking a Team Assistant to the Executive Committee. The role provides high-level administrative support to the LME Clear C-Suite and requires close collaboration with the Senior EA to coordinate diaries and internal processes.

The position involves extensive diary management, travel logistics, budget tracking, and cross-department liaison to ensure smooth events and BAU activities.

Qualifications

• Demonstrable experience in a similar role within a corporate or financial services environment.
• Highly organised with the ability to prioritise tasks and manage confidential information.
• Discretion and professionalism when handling sensitive matters.

Responsibilities

• Provide administration and operational support to LME Clear C-Suite/ExCom.
• Manage diary and coordinate internal and external meetings, resolving conflicts.
• Respond to correspondence and calls in the ExCom’s absence.
• Coordinate travel, conferences and client visits across LME and LME Clear.
• Liaise with admin functions to ensure smooth events and cross-department support.
• Raise HR forms, IT tickets, and manage procurement paperwork as required.

Skills

Communication

Interpersonal skills

Administrative skills

Prioritisation

Attention to detail

Organisational skills

MS Office

Tools

Word

Excel

PowerPoint

Job description

Team Assistant to Executive Committee

Shift Pattern:

Standard 40 Hour Week (United Kingdom)

Scheduled Weekly Hours:

40

Corporate Grade:

E - Associate

Reporting Line:

(UK Division) Corporate

Location:

UK-London

Worker Type:

Permanent

About the London Metal Exchange and LME Clear:

The London Metal Exchange is the world centre for industrial metals trading. Most of the world’s global non-ferrous futures business is conducted on the LME’s three trading platforms totalling $18 trillion, 178 million lots and 4 billion tonnes with a market open interest high of 1.8 million lots in 2024. All trades are cleared and settled by LME Clear.

Participants can transfer or take on price risk against aluminium, copper, nickel, tin, zinc, lead, molybdenum, cobalt, lithium, steel scrap, rebar and hot-rolled coil as well as alumina, aluminium premiums and alloys.

The LME and LME Clear are HKEX Group companies.

www.lme.com

Overall Purpose of Role:

The team assistant provides a high level of administrative assistance to the LME Clear C-Suite to enable them to operate effectively and manage the day-to-day functions within the Clearing House.

To work closely with the LME Clear Senior EA, ensuring that there is a coordinated approach across the business departments to support internal processes. In addition, to provide support to the Senior EA, as and when required in terms of diary management for the LME Clear CEO, in her absence.

Responsibilities:

• Administration and operational support for the LME Clear C-Suite/ Executive Committee members (“ExCom”)
• Assist C-Suite to manage workload and business deliverables
• Extensive diary management e.g. communicate, book, update, cancel internal and external meetings as required. Effectively manage and resolve meeting conflicts when they arise.
• Respond to incoming correspondence and telephone calls in the ExCom’s absence
• Work collaboratively across LME and LME Clear for calendar planning for business trips, conferences and client visits which may involve LME Clear C-Suite/ ExCom.
• Ensure effective liaison across LME and LMEC administrative functions, as required to assist with the smooth running of events.
• Work closely with various business departments to support internal processes.

Travel and accommodation

• Responsible for arranging travel and accommodation for LME Clear C-Suite
• Make sure business trips are booked appropriately
• Keep track of department budgets and ensure all requests made are within the approved budget, provide an update to the Senior EA.
• Make sure trips are booked within policy guidelines, and the correct approvals have been sought
• Raise Purchase Requests for relevant travel

Administration support

• To assist the Senior EA and deputise in her absence
• Assist the Senior EA in CEO administration tasks as required
• To assist in any SharePoint administration for the Clearing teams, as required
• Raise any HR related form, as required (new starter, contractor approval, IT notification)
• Prepare expenses claims both cash and corporate card – team members must provide expenses at least 48 hours before submission deadline
• Raise IT Support tickets on behalf of team members
• Receipting of Purchase Orders
• Providing Contract Coversheets where applicable and seeking correct signatures for approval
• Budget tracking, Raise Purchase Requests as required by team members and department Contractors (as required)

Ad hoc projects as required

• Support planning of Clearing events/activities and LMEC hosted events
• Provide support on BAU processes as agreed, support preparation of team deliverables
• Provide project support e.g. presentations, meeting arrangements and logistics, offsite planning and committee meeting minutes.

Required Knowledge and Level of Experience:

• Demonstrable experience in a similar role.
• Highly organised, adapts to changing tasks and prioritises effectively.
• Exercise complete discretion when dealing with matters of a highly confidential nature. Good Level of experience in a team secretarial role, preferably in a Financial Services entity.

Skills set and Core Competencies Required for Role:

• Excellent communication skills (oral and written)
• Strong interpersonal, presentation and analytical skills
• Excellent administrative skills
• Excellent ability to prioritise own workload when conflicting demands on time
• Strong attention to detail
• Good organisational skills
• Excellent computer proficient. Knowledge of Word, Excel and PowerPoint (Intermediate Level)

Personal Qualities:

• Excellent ability to prioritise own workload when conflicting demands on time. Works well under pressure.
• Organised with strong ability to multitask and manage time
• Works well in a team or also as an individual contributor
• Discreet and experienced in handling confidential information
• Has an inclusive, pro-active style with clear strategic and agile thinking
• Embraces change and opportunities

LME Clear is committed to creating a diverse environment and is proud to be an equal opportunity employer. In recruiting for our teams, we welcome the unique contributions that you can bring in terms of education, ethnicity, race, sex, gender identity, expression and reassignment, nation of origin, age, languages spoken, colour, religion, disability, sexual orientation and beliefs. In doing so, we want every LME employee to feel our commitment to showing respect for all and encouraging open collaboration and communication.