Administrative Assistant

Flow Traders is looking for a highly organized and proactive Administrative Assistant to support the Executive Assistant to the CEO and the broader CEO Office.

In this role, you will be responsible for ensuring the smooth day-to-day coordination of administrative and operational activities, enabling the CEO Office to operate efficiently in a fast-paced, global trading environment. You will play a key supporting role in managing schedules, logistics, and communications, while maintaining the highest standards of professionalism, accuracy, and discretion.

This position is ideal for someone who thrives in a dynamic environment, is detail-oriented, and enjoys being a reliable and trusted support partner.

• Provide day-to-day administrative support to the Executive Assistant to the CEO
• Manage calendars, meetings, and scheduling across multiple time zones
• Organise meeting logistics, including room bookings, catering, and travel arrangements
• Prepare meeting materials, agendas, and presentations

• Act as a point of contact for internal stakeholders on behalf of the CEO Office
• Support cross-regional coordination and ensure timely follow-up on action items

• Coordinate all travel arrangements including flights, accommodation, and itineraries
• Prepare travel briefings and documentation, and proactively handle any changes

• Support the planning of internal events, leadership meetings, offsites, and board-related logistics
• Process expenses, invoices, and approvals accurately and in a timely manner
• Maintain organised records and ensure compliance with internal policies
• Contribute to ad hoc projects and process improvements within the CEO Office

• 2–5 years of experience in an administrative or support role (e.g. Team Assistant, Office Manager, PA)
• Strong organizational skills and attention to detail
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• High level of professionalism and discretion when handling sensitive information
• Excellent communication skills in English
• Proactive mindset and willingness to take ownership
• Strong MS Office / Microsoft 365 skills
• Interest in and confidence using AI tools (e.g. Microsoft Copilot) to work more efficiently and support day-to-day coordination
• Comfortable working in office 5 days per week.