Executive Assistant - Fixed Term Contract [12 Months]

Job description

Main purpose The Executive Assistant will be an integral part of Trafigura's executive support function, working directly with senior global leaders across the organisation. The role exists to enable leadership effectiveness by seamlessly managing schedules, travel, communications, and administrative operations in a high-paced, globally connected trading environment. The EA will act as a trusted operational partner anticipating needs, managing competing priorities, and ensuring that every interaction with the executive's office reflects Trafigura's standards of professionalism. Key responsibilities Calendar & Schedule Management Manage complex, multi-time-zone calendars for one or more senior executives, proactively resolving scheduling conflicts and prioritising commitments. Coordinate internal and external meetings across Trafigura's global offices (London, Singapore, Geneva, Houston, Mumbai), accounting for time zone differences. Maintain a forward-looking view of executive commitments and flag potential clashes or over-commitments in advance. Send meeting invites, confirmations, and reminders in a timely manner; manage last-minute changes calmly and efficiently. Travel Coordination Arrange complex, multi-leg international travel including flights, hotels, ground transportation, visas, and documentation. Build detailed, real-time travel itineraries and dossiers covering all bookings, contacts, and contingency information. Manage changes, cancellations, and last-minute travel disruptions swiftly and without escalation. Liaise with Trafigura's travel management partners and vendors to ensure policy compliance and cost efficiency. Expense Management & Workday Process and submit expense reports accurately and on time, ensuring full compliance with Trafigura's expense policy. Prepare, reconcile, and track expense claims on behalf of executives; follow up on approvals and reimbursements proactively. Maintain organised records of receipts, invoices, and financial documentation for audit readiness. Flag policy exceptions, anomalies, and pending approvals to ensure nothing is delayed or missed. Experience with Workday's expense management module is an added advantage. Meetings & Minutes of Meeting (MOMs) Prepare agendas, pre-read materials, and briefing notes ahead of senior-level meetings. Attend or facilitate key meetings and produce accurate, concise Minutes of Meeting (MOMs), capturing decisions, action items, and owners clearly. Distribute MOMs in a timely manner and proactively track open action items through to completion, following up with relevant stakeholders. Maintain a structured repository of meeting records for governance and reference purposes. Stakeholder & Communication Management Act as the primary point of contact for internal and external stakeholders reaching the executive(s), managing correspondence with professionalism and discretion. Build strong working relationships with global counterparts — EAs, Chiefs of Staff, and business leads — across Trafigura's international offices. Draft, proofread, and send communications on behalf of executives as required. Screen and prioritise incoming requests, emails, and calls, ensuring appropriate urgency and delegation Administrative Support Maintain organised digital and physical filing systems for contracts, correspondence, and key documents. Coordinate logistics for town halls, offsites, leadership visits, and other executive events. Raise purchase orders, manage vendor invoices, and liaise with Finance and Procurement as needed. Handle ad hoc research, data collation, and presentation preparation as directed by the executive(s). Required qualifications 3–7 years of experience as an Executive Assistant, or in a senior administrative support role. Demonstrated ability to manage complex, multi-time-zone calendars and travel for senior executives. Proven experience coordinating international business travel including multi-leg itineraries, visas, and last-minute changes. Track record of producing accurate, well-structured Minutes of Meeting (MOMs) and following up on action items to closure. Strong proficiency in Microsoft Office Suite: Outlook (calendar and email management), Word, Excel, and PowerPoint. Experience working in a fast-paced corporate or professional services environment. Exposure to global or multinational organisations and managing global stakeholders is a strong plus. Skills Organised, detail-oriented, and process-driven — able to manage multiple priorities without losing accuracy. Strong written and verbal communication skills; able to draft professional correspondence independently. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Workday expense management. Ability to work effectively with stakeholders at all levels of the organisation, including senior global leaders. Strong time management skills with the ability to juggle competing demands and meet deadlines consistently. High-quality document and report preparation, with excellent attention to formatting and detail. Comfortable navigating digital tools, scheduling platforms, and expense and travel management systems. Attributes for success Proactive and solutions-oriented — you anticipate what is needed rather than waiting to be asked. High degree of discretion and integrity when handling confidential information and sensitive communications. Calm under pressure and adaptable in a dynamic, fast-moving trading environment. Strong interpersonal skills with a collaborative, service-oriented approach. Proven ability to prioritise workload effectively and manage time across multiple tasks and principals. Culturally sensitive and comfortable engaging with colleagues and stakeholders across different geographies and backgrounds. Willingness to take on expanded responsibilities as business needs evolve. Equal opportunity employer We are an Equal Opportunity Employer and take pride in a diverse workforce! We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.