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Joboffer number #1295264

Executive Assistant/ Office Administrator

CV Market client
Nuoroda nukopijuota
Job ad expired!

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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