Executive Assistant/ Office Administrator

An international company focused on utilities, infrastructure, and commodities sectors with offices in London, Gibraltar, New York, Cayman Islands; and a research partner in Vilnius is seeking an individual to assist with office and research administration. Candidate should have a proactive attitude and the ability to work independently, as a part of an international team. Handling time-sensitive requests will be highly valued in candidates.

Potential Tasks:

• To support and act as executive assistant for the wider team
• Schedules and organizes complex activities such as meetings, travel (including overseas), conferences and department activities for all members of the wider team.
• Manages all calendar events for the wider team
• Responds accurately and timely, to regularly occurring requests for information
• Send communications to office staff, as necessary, regarding office routines and updates
• Work directly with company management and employees to fulfil various service and supply requests
• Tasks may include: supplies procurement, vendor management, coordinating events, light HR support, and ad hoc administrative research
• Reviews expenses for the office and the wider team
• Manage and organise regular and ad hoc internal and external meetings, for the wider team across all time zones, prioritising and re-arranging where necessary
• Assisting with sorting and delivering incoming/outgoing mail/packages/deliveries
• Maintain highly confidential information
• Maintain personnel extension directory
• Maintains detailed filing structure
• Coordination of other administrative assistants over time
• Ad hoc travel arrangements
• Field enquiries and departmental emails as required, take and relay messages accurately, dealing with enquiries and redirecting where appropriate
• Maintain the contact database and entering new contact information on a regular basis
• Other ad-hoc administrative duties as required.

• Fluency in English with very strong written and verbal communication skills (C1-C2 levels)
• Financial services background, ideally within investment bank/ private equity, hedge fund
• Experience managing corporate access
• Candidates with a BSc degree in English Philology, Public Relations, Marketing are highly valued
• Proficiency with Microsoft Office suite, particularly Outlook, Excel, PowerPoint and Word
• Team player; Must possess an extremely positive attitude
• Exercises good judgment
• Can prioritise well, Excellent multi-tasker
• Uses own initiative
• Good communicator
• Maintains confidentiality
• Proactively seeks and identifies additional projects
• Accepts constructive feedback, learns from mistakes
• Financial services experience
• Ability to work autonomously and within a small team environment; flexibility to provide backup to office manager, and team EA as required
• Ability to work in a fast-paced environment and retain professionalism and accuracy
• Ability to work in a global office environment with flexibility to juggle multiple time zones and tailor interactions/communications with an awareness of cultural sensitivities
• Strong attention to detail with the ability to be proactive, solve problems, think ahead, and multi-task daily
• Excellent written & oral communication skills.

• Competitive salary and good performance related award
• The best growth opportunities in the industry
• Opportunity to learn from people around the world
• Office perks like food, pizzas and company funded sports
• Office in the heart of Vilnius.