Executive Assistant – Full Job Description

Job Summary:

Overview: GTS New York City office is presently seeking an Executive Assistant to be part of the organization, delivering top-level assistance to a fast-paced sales and trading group. This is the perfect position for a very organized, proactive, and detail-oriented individual who is comfortable in a high-speed financial setting.

GTS is a group of financial services businesses covering a wide variety of asset classes and investment styles, fueled by a blend of market knowledge with proprietary, innovative technology. Founded as a quantitative trading business and always looking ahead, the GTS family of businesses can capitalize on artificial intelligence platforms and leading-edge pricing algorithms to introduce consistency, efficiency, and transparency into financial markets today. GTS Securities, GTS’s electronic market maker, represents 3-5% of US daily cash equity volume and is a top Designated Market Maker (DMM) on the New York Stock Exchange, handling about $13 trillion in market capitalization.

To learn more about GTS, visit www.gtsx.com.

Key Responsibilities:

The Executive Assistant will be the first point of support for the Sales and Trading team, facilitating smooth operations and performance within a high-energy, fast-paced platform. Key responsibilities include but are not limited to:

Executive Support and Administrative Management:

Offer executive day-to-day support to the Sales and Trading team.

Proactively manage multiple calendars, schedule internal and external meetings in different time zones.

Arrange travel plans (domestic and international) and facilitate smooth logistics.

Process expense reports and reconcile corporate credit card statements in a timely fashion.

Prepare, review, and edit correspondence, reports, and presentations as necessary.

Meeting and Event Coordination:

Coordinate and plan internal and external meetings, ensuring all arrangements are efficiently taken care of.

Help plan and host both on-site and off-site client events.

Prepare required meeting materials, such as agendas, presentations, and minutes.

Act as a primary point of contact for event planning logistics, vendor coordination, and guest management.

Communication and Collaboration:

Collaborate with executives, managers, and team members to ensure smooth communication.

Act as a liaison between internal departments and external parties, providing timely responses and follow-up.

Work with the team to address their needs and provide coverage and backup where required.

Exercise high levels of discretion and confidentiality in all communications.

Office Management and Special Projects:

Support office administrative duties such as ordering office supplies and keeping a clean work environment.

Assist special projects and ad hoc activities given by executives.

Offer guidance to entry-level administrative staff when needed.

Utilize MS Office Suite to develop documents, spreadsheets, and presentations.

Qualifications:

To qualify for this position, the ideal candidate must possess the following:

Education:

Bachelor’s degree desirable but not necessary.

Experience:

5+ years of executive support experience, preferably in financial services.

Experience handling heavy calendars, reserving domestic and international travel, and processing expenses.

Prior experience in a sales, trading, or investment banking setting is strongly preferred.

Location:New York, NY  United State

Technical Skills:

Experienced in MS Office Suite (Excel, PowerPoint, Word, Outlook).

Knowledge of expense software and calendar scheduling tools.

Soft Skills and Traits:

Superb organizational and time management skills.

Strong customer service and interpersonal skills.

Extremely strong verbal and written communication skills.

Flexibility to multi-task and prioritize workload in a fast-paced setting.

High discretion and confidentiality when dealing with sensitive data.

Independent work capability with a team player attitude.

Work Schedule:

The candidate is expected to be in the office at least 3 days a week.

Compensation and Benefits:

At GTS, we are working to offer a competitive pay package and a fantastic work-life balance. Under the New York City Pay Transparency Law, the pay range for the position is between $60,000 and $100,000 per year. This is in addition to any other forms of compensation including bonus and benefits.

What we have to offer:

Comprehensive Health Care:

Your selection of health care plans for yourself and your family, with certain plans having 100% employer reimbursement (coverage is effective on the first day).

Paid Time Off (PTO):

Public holiday and sick leave policy.

Retirement Savings Plan:

401(k) plan with company matching available.

Office Perks:

Free lunch every day when working in the office.

Access to a well-stocked pantry full of snacks. Casual dress policy (when working in the office).

Career Development:

Training and career growth opportunities in GTS.

Equal Employment Opportunity Statement:

GTS is an equal opportunity employer.GTS supports and maintains a diverse and inclusive workplace. All applicants who meet the minimum qualifications will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or protected veteran status and will not be discriminated against on the basis of disability. We are proud of our diversity and invite all candidates to apply.

Application Process:

If you are a seasoned Executive Assistant with a passion for working with high-energy teams in a rapid-fire financial setting, then we invite you to apply! Please send your resume and cover letter detailing your credentials and reasons why you are a good candidate for GTS.

Frequently Asked Questions (FAQs)

Q. What are the main duties of the Executive Assistant?

Managing calendars, arranging travel, processing receipts, arranging meetings and events, and giving administrative support to the Sales and Trading team are the responsibilities of the Executive Assistant.

Q. What skills and experience are necessary for this position?

The preferred candidate should possess a minimum of 5 years of executive support experience (ideally within financial services), MS Office Suite proficiency, good organizational skills, and the capability to manage confidential information.

Q. What is the schedule for this role?

In-office attendance is a requirement of at least three days a week, with some accommodation for remote work based on business requirements.

Q. Are there career advancement opportunities in this role?

Yes, GTS has professional development opportunities, networking, and possible career advancement within the company.

Q. What does GTS do for employees?

GTS has full healthcare plans, a 401(k) retirement plan, paid leave, in-office benefits like free lunch and snacks, and a relaxed dress code.

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