Executive Assistant/ Office Administrator
Joboffer number #1295264

Executive Assistant/ Office Administrator

Job Description

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.

Company offers

  • 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.

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Executive Assistant/ Office Administrator
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Executive Assistant/ Office Administrator
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