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Assistant Coordinator

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TP ICAP

Jan 13

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Manila
  • Quick Apply

AI generated summary

  • You need senior admin experience, strong organizational skills, proficiency in Microsoft Office, ability to prioritize, adapt, communicate effectively, and build relationships while managing pressures.
  • You will manage busy calendars, handle travel arrangements, maintain confidentiality, support meetings, foster stakeholder relationships, assist onboarding, and provide admin support in a fast-paced environment.

Requirements

  • Current experience as a Senior Admin Assistant.
  • Proven and demonstrated ability to prioritize workload and multi-task, unsupervised and independently.
  • Excellent organizational skills – prioritize work according to deadlines.
  • Flexible and agile approach to work including the ability to adapt to a range of tasks.
  • Proven and demonstrated skills using Microsoft programs (e.g. Office, Word, PowerPoint as a minimum).
  • Experience in an Executive Admin position.
  • Understanding of the business, its structure, current developments and projects.
  • Ability to develop solid working relationships at all levels.
  • Able to communicate effectively across all levels.
  • Plenty of initiative, with the ability to research and find specific facts quickly.
  • Sensitive to other peoples’ work pressures.

Responsibilities

  • Capably coordinate and manage busy calendars, adeptly scheduling meetings across multiple time zones while effectively resolving conflicts and prioritizing commitments to optimize the Leadership Team's schedules.
  • Handle sensitive information with the utmost discretion and maintain strict confidentiality in all interactions and tasks, demonstrating professionalism and trustworthiness in every aspect of the role.
  • Excel in a fast-paced environment, remaining calm and composed while managing competing priorities, tight deadlines, and unexpected changes, ensuring seamless operations for the executive team.
  • Expertly organize complex travel arrangements, including accommodation, transportation, and meeting schedules, ensuring smooth and efficient travel experiences for the PS Leadership Team.
  • Efficiently prepare, reconcile, and submit travel and corporate expenses, meticulously maintaining accurate records and adhering to company policies and procedures.
  • Foster positive relationships with internal and external stakeholders at senior levels, serving as a professional and personable point of contact for inquiries and requests.
  • Provide comprehensive administrative support, liaising with customers, visitors, and personal guests, and handling inquiries directed to the PS Leadership Team.
  • Support the PS Leadership Team's to prepare presentation materials, assisting in the preparation, formatting, and distribution of information packs and presentations for key meetings and events.
  • Assist in the organization and coordination of meetings and events, including collating documents, coordinating logistics, and providing technology support for presentations and video/teleconferencing.
  • Facilitate the onboarding process for new starters, coordinating desk setups, training programs, and logistics, ensuring a smooth transition for employees joining the organization.
  • Demonstrate strong communication skills and initiative, effectively conveying information across all levels of the organization and proactively researching and resolving inquiries or issues as they arise.
  • Provide ad-hoc cover for chairing town hall meetings and minute-taking responsibilities, ensuring accurate recording and distribution of meeting minutes to relevant stakeholders.
  • Offer ad-hoc holiday and sickness cover for internal Assistant Coordinators, demonstrating flexibility and adaptability to support the needs of the wider administrative team.

FAQs

What is the main purpose of the Assistant Coordinator role?

The main purpose of the Assistant Coordinator role is to provide high-level support to the Parameta Solutions Leadership Team, managing diaries, complex travel arrangements, and serving as the initial point of contact for the business.

What essential skills are required for this position?

Essential skills include excellent organizational abilities, strong prioritization and multitasking capabilities, proficiency in Microsoft programs (e.g. Office, Word, PowerPoint), and the ability to handle sensitive information with discretion.

Is prior experience required for this role?

Yes, candidates should have current experience as a Senior Admin Assistant and a proven ability to prioritize workload and multi-task independently.

What type of work environment does this position offer?

This position offers a fast-paced executive environment, requiring the ability to remain calm and composed while managing competing priorities and tight deadlines.

Will I be responsible for coordinating travel arrangements?

Yes, you will be responsible for expertly organizing complex travel arrangements, including accommodation, transportation, and meeting schedules for the Leadership Team.

Are there opportunities for career growth within the company?

Yes, TP ICAP encourages individual potential and growth; the company is open to applicants who may not meet all criteria, emphasizing the importance of unique skills and abilities.

Is there support for onboarding new employees in this role?

Yes, you will facilitate the onboarding process for new starters by coordinating desk setups, training programs, and other logistics to ensure a smooth transition.

What should I expect regarding communication requirements in this role?

Strong communication skills are essential, as you will need to effectively convey information across all levels of the organization and foster positive relationships with internal and external stakeholders.

Where is the job location?

The job is located at the A.T. Yuchengco Centre in Taguig City, Philippines.

Is there support for employees regarding inclusivity and diversity?

Yes, TP ICAP is committed to fostering inclusivity and building a welcoming culture where everyone is encouraged to contribute, acknowledged through initiatives like TP ICAP Accord.

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TP ICAP

Finance
Industry
5001-10,000
Employees
2016
Founded Year

Mission & Purpose

We are the world’s largest inter-dealer broker, the world’s largest energy & commodities broker, and the world’s leading provider of over-the-counter (OTC) pricing data. Our purpose is to provide clients with access to global financial and commodities markets, improving price discovery, liquidity and distribution of data, through responsible and innovative solutions. We operate in 28 countries and employ 5,200 people, including 2,600 brokers. Our clients include top tier investment banks and financial institutions. Through our people and technology, we connect clients to superior liquidity and data solutions across every major asset class, including Rates, FX, Credit Equities, Energy, Renewables and Digital Assets. We are home to a line up of premium brands. Each has a distinct, client-focused offering, underpinned by the financial security, operational strength and robust governance of the TP ICAP Group. Our brands include: •Tullett Prebon •ICAP •Liquidnet •Parameta Solutions •PVM.

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