Job Description
The Executive Assistant (EA) will provide high-leverage support to the founder and management team of a fast-paced quantitative trading firm, enabling them to focus on strategy, research, and firm building. The role combines regular EA work (calendars, coordination, admin) with light chief-of-staff style responsibilities (project follow-through, information flow, and stakeholder management).
Key Responsibilities
Management and leadership support
- Manage complex calendars for the managements, including prioritisation, resolving conflicts, and protecting deep work blocks
- Coordinate internal and external meetings: define objectives, prepare agendas, circulate materials, and ensure notes / actions are captured
- Handle email and information triage for managements where appropriate, flagging what is critical and drafting responses when needed Project and workflow coordination
- Track key projects and initiatives across research, trading, technology, and operations, ensuring owners, timelines, and dependencies are clear
- Follow up on action items from leadership meetings and ensure progress is made ahead of check ins
- Prepare concise summaries and status updates for managements and senior stakeholders
- Help set up simple lightweight systems (trackers, templates, checklists) that improve execution and reduce dropped items
Communication and stakeholder management
- Act as a professional, discreet point of contact for counterparties, vendors, and external candidates
- Coordinate interview schedules, candidate logistics, and feedback loops for hiring led by the managements
- Help with preparation of decks, briefing notes, and background packs for important meetings
Operational and administrative excellence
- Maintain organised digital records for contracts, key documents, and governance / compliance related materials
- Anticipate operational needs of the managements and solve small problems before they become large issues
Candidate profile Background and experience
- 35 years experience in a high intensity environment (e.g., trading / investment firm, hedge fund, investment banking, consulting, or fast growth startup)
- Proven track record supporting C level executives, managements, partners, or senior leadership
- Comfortable working around technical / quantitative topics, even if not a quant or engineer
Required Skills
[Administration]
Additional Information
