A global trading and investment firm is looking for an Executive Assistant to the Chief Operating Officer of the Commodities division. The office is downtown near West Houston and Greenwich Street. Dress code is casual. Looking for an EA who can become an extension of the COO and get to know the business. There is room for growth in the position. The role is hybrid: 4 days in office, 1 day remote. Also work remotely when the COO travels.

 

About the Job:

¨     Manage and triage inbox; draft, send, and respond to emails on behalf of the COO

¨     Maintain calendar — scheduling, prioritization, and resolving conflicts

¨     Take meeting notes and distribute summaries with clear action items and owners

¨     Coordinate and prioritize meetings for the CEO

¨     Proactively track open action items and follow-ups, chasing the COO and counterparties as needed

¨     Build and maintain folder structures and filing systems with meticulous accuracy

¨     Audit and optimize automated email rules to ensure nothing is misfiled or missed

¨     Review and QC all outgoing communications, documents, and records for errors before distribution

¨     Maintain organized, airtight records across all workstreams

¨     Assist the COO with a few personal tasks: reservations, fill out forms and returns

¨     Handling onboarding/offboarding forms for HR 

¨     Working with recruiting team to get a job posting loaded to our website 

¨     Audit employment agreements to summarize key terms 

¨     Track team PTO, time off requests, and scheduling across the COO's group

¨     Support onboarding, offboarding, and HR coordination as needed

¨     Help manage day-to-day team logistics and internal communications

¨     Reconcile salary data across the COO's group

¨     Assist in processing and tracking bonus payments and deferred compensation schedules

¨     Maintain and update compensation policies and related documentation

¨     Oversee office logistics including rent allocations and space management

¨     Coordinate with vendors and facilities as needed

 

About You:

¨     Minimum of 4 years of experience supporting a C-level exec

¨     BA/BS from a college or university

¨     Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)

¨     Highly proficient in Microsoft Excel — comfortable with spreadsheets, data reconciliation, and financial tracking

¨     Strong communication skills: written and verbal

¨     Strategic thinker

¨     Understand the importance of confidentiality and trust when supporting a CEO

¨     Dynamic and proactive comfortable in a fast-paced environment.

¨     Polished, professional demeanor and the gravitas to interact with high-level executives

¨     Outstanding communication skills

 

Salary, Bonus, Benefits (medical, dental vision), 401K, Paid Vacation

Hours: 9:00 AM-4:30 PM (some off-hour availability required)