Executive Assistant & Office Manager

Providing proactive and efficient EA support to the Head of Asia and Head of Dealer Sales. Assisting the APAC teams with day-to-day requests. Managing the office management responsibilities for the MarketAxess Asia offices (Singapore and Hong Kong). 

Office Management responsibility includes:

•  Managing the offices in Asia with all day-to-day operations to ensure the smooth and efficient running of the business.
• Acting as the main point of contact in the office with Building Management, Landlord, maintenance teams etc.
• Acting as main point of contact for advisors and service providers (accountants, solicitors, couriers, travel agents, taxi services etc).
• Liaising with suppliers to ensure the smooth running of the office, where required.
• Managing the office (including COVID guidelines, fire/health and safety) and regular contact with Building Management.
• Management of office equipment and stationery and the general upkeep of the offices.
• Oversight of office accounts payable, compiling receipts and invoices and liaising with relevant global offices to ensure all invoices are received and processed on time.

Executive Assistant support includes:

• Complex diary management for the Head of Asia and Head of Dealer Sales, including organising meetings, video conferences, WebEx presentations and conference calls etc across multiple time zones.
• Travel organisation; flight, trains, accommodation, transfer bookings and visa applications.
• Credit card, cash and travel expense reconciliation.
• Proactively initiating video conferences and conference calls and dealing with issues that may arise.
• Liaising with the London office, NY office and external clients and contacts offering availability options and building good working relationships. Communicating in a professional and client focused manner when liaising with clients and their assistants.
• Proactively managing calendars, for members of the EMT, dealing with clashes, forward planning, ensuring meeting rooms and VC’s are booked for meetings, ensuring reception is informed of external guests.
• Communicating effectively, collaboratively and professionally on an ongoing basis with the management team and the ExecAdmin team regarding changes to the calendar, forthcoming events or important items to note regarding the office.
• Managing own time efficiently ensuring all requests are dealt with in a timely manner. Updating remote line manager when deadlines cannot be reached.
• Keeping your remote line manager updated with day-to-day tasks and weekly projects and keeping them copied in on e-mails.

ExecAdmin support services include:

• Alongside colleagues in the ExecAdmin team, you will be responsible for receiving and promptly dealing with Admin requests that arrive into the ExecAdmin team inbox from the EMEA and APAC senior management team and London/international offices.
• The ExecAdmin emails and communications can be voluminous so effective, and prompt personal inbox management is essential. You will also be required to communicate effectively amongst the team, via Slack, ensuring all information is shared on tasks actioned.
• At times, you will be required to assist fellow ExecAdmin team members. Should they be out of the office and an urgent request come into their role, you will be required to muck in and assist, actioning the request and providing them with an update, via Slack. 
• At times, you will receive administrative request from the APAC office departments (such as but not limited to; Marketing, Sales, IT). You will be required to prioritize and manage these requests alongside your day-to-day office management responsibility. Examples of these requests, but not limited to, are assisting with client event management and organising client gifts (red packets).

What You'll Bring to the Table

• Experience working in fast-paced environments, preferably a global Financial Services organisation
• 10+ years as an Office Manager / Executive Assistant
• Friendly and personable
• Shows gravitas and able to push back when required
• Shows the ability to forward plan instead of working in a reactive manner and waiting for requests to arrive in
• Proactive and takes initiative
• The ability to build good working relationships with EMT, Admin Team and Administrative team in the New York Office
• Ability to work well / closely with remote line manager
• Excellent verbal communication skills, including with ExecAdmin team in the UK
• Well-presented and professional
• Good time management skills
• Excellent IT skills including Microsoft Office
• Able to multitask and prioritise
• Able to work under pressure and exude a calm composure
• Have a ‘muck in’ attitude and work well within the Exec Admin team building good working and cooperative relationships
• Fast and efficient personal inbox management is essential to manage the high volume of requests arriving in via email

Languages

• English command as a requisite
• Other languages desirable