Sales & Trading Executive Assistant

Start Date: ASAP
Location: London, office based
Department: Equity Capital Markets
Reporting line: Managing Director, Institutional Equity Sales

Job Summary

Under limited supervision, the Sales & Trading Executive Assistant uses advanced knowledge and skills gained through experience and/or training to provide comprehensive support to assigned Institutional Equity Sales & Trading professionals while also providing dedicated administrative support to the Managing Director. This role is responsible for coordinating and executing non-deal roadshows, analyst marketing trips, and other global conferences. The role involves data management and submission (relating to sales and marketing activity) on third party platforms the first week of every month. The Sales & Trading Executive Assistant will have some direct contact with institutional investors to facilitate meetings, conference calls, and the delivery of written research. Acting as a key liaison between sales, research, marketing, and other internal departments, the role requires exceptional organisational skills in a fast-paced environment to manage sales schedules, travel, client meetings, consumption reporting, and general office operations.

Essential Duties and Responsibilities

• Provide dedicated support to the Managing Director, including complex diary management, meeting coordination and regular presentations (amongst which regular data needs collecting).
• Manage travel arrangements, expenses, and invoices end-to-end.
• Deliver general administrative support including team reporting, contact management, and document/file maintenance.
• Act as a key point of coordination to support the day-to-day running of the MD’s business activities.
• Provide day-to-day support to assigned Institutional Equity Sales & Trading teams.
• Occasionally liaise with institutional clients and Sales professionals to facilitate corporate access, analyst meetings, and conference calls.
• Provide logistical support and own the planning and execution from start to finish for NDRs and analyst marketing, including travel and hotel arrangements in accordance with corporate travel policies.
• Select venues and coordinate all event details, including catering, room setup, and on-site logistics; develop and maintain relationships with venue and catering managers.
• Create and distribute event invitations, maintain marketing calendars and itineraries, and provide regular updates and final schedules to event participants.
• Coordinate conferences by gathering one-on-one meeting requests, assessing client availability, distributing preliminary schedules, confirming changes, and issuing calendar invitations for confirmed meetings.
• Communicate regularly with analysts and research assistants; manage and monitor client research report subscriptions.
• Maintain detailed spreadsheets tracking upcoming events, client interactions, and activities relevant to assigned Sales professionals.
• Own consumption reporting data, including collecting, validating, tracking, and reporting client engagement and activity data related to meetings, events, roadshows, and conference on a timely (monthly) basis.
• Perform general office management and administrative duties, including operating standard office equipment and required software applications.
• Provide support and backup coverage for other team members.
• Perform additional duties, projects, and responsibilities as assigned.