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Executive Assistant

4 months ago

Chicago, Illinois, United States Marex Spectron International Full time

Diversified. Resilient. Dynamic.

Marex is a global financial services platform, providing essential liquidity, market access and infrastructure services to clients in the energy, commodities and financial markets.

The Group provides comprehensive breadth and depth of coverage across four core services: Market Making, Clearing, Hedging and Investment Solutions and Agency and Execution. It has a major franchise in many major metals, energy and agricultural products, executing around 50 million trades and clearing 205 million contracts in 2022. The Group provides access to the world's major commodity markets, covering a broad range of clients that include some of the largest commodity producers, consumers and traders, banks, hedge funds and asset managers.

With more than 35 offices around the globe, and over 2,000 dedicated people enabling access to exchanges and technology-powered services.

For more information visit

Purpose of Role:

The Executive Assistant provides support and administrative assistance to the Marex Executive team. The role also oversees and assistants with cross-departmental iniativies.

Marex has unique access across markets with significant share globally both on and off exchange. The depth of knowledge amongst its teams and divisions provides its customers with clear advantage, and its technology-led service provides access to all major exchanges, order-flow management via screen, voice and DMA, plus award-winning data, insights, and analytics.

Responsibilities:

  • Act as administrator for various portals covering different services, such as Egencia for travel, Cobblestone for documentation retention, Visitor Dashboard for multiple office buildings, Unclaimed Property, FedEx, and others.
  • Administrator for new supplies/contractors in various systems such as Cobblestone and PeopleSoft
  • Allocations for Accounts Payable
  • Coordinator office visitors visiting Marex Staff
  • Coordinate office space and agendas for staffing coming in from London and New York (entire itinerary include travel, dinner reservations, etc.).
  • Maintain/coordinator CEO calendar when in Chicago; provide availability upon request.
  • Coordinator Marex Executive Team Townhall Meetings.
  • Coordinate vendor KYC (Know Your Customer)/Due Diligence inquiries.
  • Order Certificate of Good Standing - quarterly
  • Update W-9 tax forms for entities annually.
  • Coordinate and arrange for signatures/ensure agreements s are signed and counterparty provides full executed documents, ensure documents are filed in Cobblestone and PeopleSoft.
  • Maintain contact details for vendors, bank relationships, etc.
  • Prepare/edit correspondence, draft emails/letters, send message to staff/other announcements on behalf of the CEO/HOO/Executive Team.
  • Coordinate donations/floral arrangements (bereavement).
  • Maintain Driver's Licences/Passports for travel/due diligence for the Executive Team.
  • Coordinate ordering/distribution of annual pocket calendars.
  • Coordinate ordering/distribution of annual corporate gifts.
  • Coordinate documentation for request from internal/external auditors; coordinate /route audit letters of request from RSM.
  • Maintain receipts/invoices for corporate card purchases.
  • Coordinate company events including working occasionally worth with United Kingdom (UK) events coordinator in securing event space (i.e., off-site dinners, happy hours, travel), staff lunch/dinners, and staff events in the office.
  • Ad-hoc administrative tasks such as creating forms for RSVPs, forms for attestations (Compliance), requests for notarized documents, and formatting documents (PDFs, Excel Spreadsheets, and Word, etc.).
  • Ensuring compliance with the company's regulatory requirements under the SEC, FINRA, NFA, CFTC and other applicable exchanges.
  • Adhere to the operational risk framework for your role ensuring that all regulatory or company determined parameters are complied with.
  • Role model for demonstrating highest level standards of integrity and conduct and reflecting Company Values.
  • At all times complying with Marex's Code of Conduct
    • To ensure that you are fully aware of and adhere to internal policies that relate to you, your role or any other activities for which you have any level of responsibility
    • To report any breaches of policy to Compliance and/ or your supervisor as required
    • To escalate risk events immediately
    • To provide input to risk management processes, as required.

The Company may require you to carry out other duties from time to time.

Competencies, Skills and Experience:

Competencies

  • Demonstrates curiosity.
  • Resilient in a challenging, fast-paced environment
  • Ability to take a high level of responsibility in a fast pace and high-volume environment.
  • Ability to communicate complex requirements simply and to translate them into viable business practices and procedures.
  • Excels at building relationships, networking and influencing others.
  • Strategic collaborator with insight and agility, able to anticipate future challenges, ensuring operational effectiveness.


Skills and Experience

  • Excellent organizational skills and ability to multi-task and work as a team player.
  • Strong verbal and written communication skills
  • Ability to work independently
  • Strong computer skills with proficiency with Microsoft Office (Power Point, Word, Outlook, and Excel), Adobe Acrobat, Visio and Internet navigation.
  • Problem solving skills
  • Excellent verbal and written communication skills
  • Experience working in a regulated environment and knowledge of the risk and compliance requirements associated with this.

Marex's goal is to build and maintain a workforce that is diverse in experience and background but uniform in reflecting our standards of integrity and excellence. Consequently, our recruiting efforts reflect our desire to attract and retain the best and brightest from all talent pools. We want to be the employer of choice for prospective candidates. We encourage applications from candidates returning to the job market.

It is the policy of Marex to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, creed, age, sex, sex stereotype, gender, gender identity or expression, transgender, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, pregnancy, veteran or military service status, genetic information, or any other characteristic protected by law.

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