Executive Assistant/sales & Trading

Executive Assistant / Sales Assistant

Join a team where your organizational skills and attention to detail will make a real impact. You will partner with senior leaders and sales professionals, helping drive efficiency and success in a dynamic workplace. This role offers daily interaction with executive-level internal clients, providing a platform for professional growth and skill enhancement. Be part of a team that values structure, quality, and collaboration. Your contributions will help shape the future of our business.

As an Executive Assistant / Sales Assistant in the dealing room, you will work closely with sales and trading teams to ensure smooth operations and administrative excellence. You will manage complex calendars, coordinate travel, and support sales and traders with ad hoc assignments. You will thrive in a fast-paced environment, develop strong relationships across the business, and play a key role in supporting high-level transactions and events.

Job responsibilities:

• Manage and handle complex and detailed calendars, resolving urgent meeting conflicts and setting up meetings and conference calls internally and externally
• Coordinate all logistical aspects of meetings and events
• Work in a fast-paced, ever-changing environment and effectively handle multiple priorities with a calm, professional attitude
• Answer phones professionally, address issues or redirect as appropriate, and distribute messages in a timely manner
• Coordinate travel arrangements, including air, hotel accommodations, ground transportation, and prepare detailed itineraries and required travel documents
• Process invoices and travel & expense claims for team members, ensuring all policies are followed and items are processed within guidelines
• Act as a subject matter expert for policies and procedures
• Assist on ad-hoc requests from sales or traders and handle queries in a timely manner
• Work in partnership with team members while consistently keeping an independent mindset
• Support market data gathering and analysis, event planning, and necessary follow-ups during transaction processes

Required qualifications, capabilities, and skills:

• Fluent in verbal and written English and Chinese
• Demonstrates attention to detail, ethics, and integrity
• Strong interpersonal skills and ability to develop relationships with peers and clients
• Ability to work well under pressure and handle multiple priorities
• Analytical mindset and problem-solving skills
• Displays strong self-organization and multi-tasking capacity
• Open to taking on increased and new responsibilities at any time
• Tactful and exercises good judgment in confidential situations
• Proven experience interacting with senior management
• Ability to adapt procedures, processes, and techniques to complete assignments
• Excellent telephone etiquette and experience in calendar management

Preferred qualifications, capabilities, and skills:

• Securities Specialist License or Senior Securities Specialist License
• Market or derivatives knowledge
• Good IT knowledge, including Excel, VBA, data analysis/query, and familiarity with AI models (GPT, LLM, Copilot)
• Experience supporting sales and trading teams
• Event planning experience
• Experience with travel coordination for executive-level clients