Executive Secretary – External Support

About the role

We are seeking an Executive Secretary (External) to provide high‑level administrative support to our office, primarily assisting traders and management. The role ensures smooth daily operations, allowing teams to focus on core trading and operational activities.

Key responsibilities

• Deliver comprehensive secretarial and general administration services for the office.
• Assist traders with the preparation and submission of tenders.
• Organise complex travel itineraries and manage related logistics.
• Prepare and process employee expense claims.
• Arrange dining reservations and coordinate internal and external business meetings, including room bookings.
• Support the planning and execution of major events such as APPEC, Beaujolais, and annual crude/products/petchem conferences.
• Maintain accurate document and file management systems.
• Help create presentation slide decks and reports for traders.
• Liaise with Credit, Legal, Finance, and Tax departments for counter‑party onboarding and registration.
• Perform additional secretarial and administrative tasks as assigned.

Required profile

• Bachelor’s degree.
• Minimum 5 years of relevant experience in a similar support role.
• Prior experience in events management and complex travel arrangements.
• Strong initiative, meticulous attention to detail, dynamic and organised with diplomatic skills.
• Excellent oral and written communication in English; additional languages such as Mandarin or French are a plus.

Required skills