Executive Assistant

TITLE: Executive AssistantDEPARTMENT: Corporate - Admin  REPORTING TO: Chief Executive Officer OFFICE LOCATION: New York CityTYPE OF CONTRACT: Full time, Hybrid, Maternity leave (6 month temp to perm)

Overview of the Team

We are seeking a highly organized, resourceful self-starter to handle a variety of administrative tasks and personal tasks, while demonstrating professionalism, attention to detail and courtesy at all levels of the organization.

Role Overview:

• Manage the CFO, CTO (and other executives as needed) business schedules in alignment with their priorities, ensuring accuracy and proactivity.
• Manage administrative tasks and ensure smooth operations within the office.
• Facilitate meeting agendas, coordinate logistics, secure Wi-Fi access, and manage security registration for guest visits.
• Oversee calendar management, scheduling meetings, tracking deliverables, and handling follow-ups.
• Engage in project management, including resource allocation, timeline tracking, and providing updates and issue resolutions in advance.
• Submit and approve expense reports (CFO, CTO, CPO, Head of Strategy) and purchase orders.
• Create comprehensive travel itineraries for international trips.
• Coordinate all logistics for events, including offsite meetings, strategy sessions, and holiday parties.
  • Pre-Event Planning
  • Venue and Vendor Coordination: Engaging with service providers for the provision, installation, and management of infrastructure required for the event, such as trader voice infrastructure.
  • Documentation and Review: Documenting what worked, what didn't, and planning for improvements in future events.
• Prepare materials and documentation for executives to facilitate advance reading/preparation for meetings.
• Create and update organization charts as needed.
• Coordinate with the SVP to assist with meetings, office space, and other logistics for IPC executives.
• Assist with the preparation and management of expense reports.
• Facilitate the coordination of meetings, ensuring all logistics are handled efficiently.
• Develop and distribute questionnaires prior to all-employee calls to gather input and feedback.
• Collect and manage questions for all-hands meetings, ensuring a smooth and organized process.

How You Will Make an Impact: 

• Undertake a broad range of activities that support our top executives that are both business and personal related.
• Manage the executives' business consistent with their priorities, accurately and proactively.
• Follow up with other parties where their action/inaction could impact on the ability of the executives to meet their accountabilities.
• Follow up action points with Managers to ensure deadlines are met.

Essential Skills and Experience to be Successful in this Role:

• At least 10 years of experience supporting a top executive(s).
• Good organizational skills, including time management and communication skills, both written and oral.
• High ability to prioritise tasks.
• Advance knowledge of MS applications

Desired Skills and Experience:

• A minimum of 5 years of progressive administrative experience.
• Multitasking ability to be able to carry out more responsibilities as they arise throughout the day/week.

Additional Information:

At IPC, we believe that hybrid working creates an inclusive, flexible environment where employees can perform at their best, and teams can collaborate, innovate, and celebrate successes together. We spend around 60% of our time in the office and around 40% of our time working remotely. Some employees may be required to work from the office or client sites more than 60% of the time, if required by their role and/or client needs.

Your precise work schedule will be determined by you and your Line Manager before commencement of employment with IPC.

You can explore more about our culture, offerings and commitment to living our Core 4 values, on www.ipc.com/careers/ and www.ipc.com/about-us/about-ipc/.

IPC’s Diversity Statement:

“The IPC work culture is one that fosters inclusion, prioritizes diversity and collaborates with our local communities. Our strength as an organization is the sum of our different backgrounds, perspectives, skills and geographies; supported by an ironclad commitment to constructive dialogue and open-mindedness. We encourage all team members to actively support our commitment to join in a celebration of social equality and justice, with a focus on actions that improve our firm and communities”– Kurt Adams, Chief Executive Officer