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.

What you will do

Administrative & Operational Support

• 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

Coordination & Communication

• 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

Travel & Logistics

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

Events, Projects & Administration

• 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

What you need to succeed

• 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.

What we offer

At Flow Traders, we create the conditions for hard‑working, high‑performing people to do their best work. From a thorough onboarding and ongoing access to Flow Academy, to latest technology and a collaborative, non‑hierarchical culture, we give you the tools, ownership, and support to move fast and drive outcomes. We keep a close‑knit, small‑company feel while offering competitive salary, annual discretionary profit share, and comprehensive benefits, so talent can grow here, and stay here. See our benefits below:

• Flow Academy and opportunities to attend domain-related conferences
• Daily catered lunch, great coffee, and a fully stocked kitchen and snack bar
• In-house Bar and Lounge with arcade, table tennis, billiards, and game consoles
• Company boat
• In-house gym and sessions with our nutritionist or personal trainer
• Bi-weekly massages
• Annual company trip and a variety of events throughout the year, such as the New Years Event
• Global rotations across our offices worldwide
• and more

Flow Traders does not accept unsolicited resumes from any professional staffing or search firms. All resumes, and any other information identifying potential candidates, submitted to any employee at Flow Traders via-email, the Internet or directly without a valid and signed search agreement will be deemed free to contact by Flow Traders without any restrictions and no placement fee of any kind will be paid in the event the candidate is hired by Flow Traders.