Executive Assistant at IPC Systems

TITLE: Executive Assistant 
 
DEPARTMENT: Corporate 

REPORTING TO: Chief People Officer  

OFFICE LOCATION: New York, NY 

ROLE TYPE: Hybrid, Full-time 

IPC is a fintech company that focuses on the human element. With a global presence, we support local markets with our advanced cloud-based trading communications and managed connectivity solutions. 

Through our portfolio of communications and connectivity solutions, we focus on solving business challenges and adapting to regulatory changes in the fast-paced global financial markets. This enables our clients to maintain consistent market access, a strong competitive advantage, and enhanced operational efficiency. 

Join a team that is dedicated to delivering groundbreaking products and making a significant impact on our clients' success. 

www.IPC.com   

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 supporting three Executives. 

Role Overview: 

• Manage the CPO, CFO and 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 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 to assist with meetings, office space, and other logistics for IPC executives.
• Assist the Executive Chairman with the preparation and management of expense reports.
• Facilitate the coordination of meetings for the Executive Chairman, 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.
• Advanced 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. 

What’s in It for You?  

At IPC, your compensation is only part of the package. We are committed to investing in a range of programs and initiatives to improve the overall experience of our employees. In addition to a collaborative, high-performing team environment, we’re pleased to offer benefits including:     

• Competitive Base Salaries
• Medical Coverage, Dental and Vision, Short/Long Term Disability, AD&D and Life Insurance Coverage
• 401(k) plan with matching contributions
• Flexible PTO plus Public Holidays
• Additional Time off for Charity Work and Volunteering
• Pet Insurance
• ID Theft insurance
• Tuition Reimbursement
• Certification Bonus Program
• Access to “IPC University” our Internal E-Learning Platform
• Structured Onboarding Training and Peer Mentor Support
• Enhanced Parental Leave
• Wellness Program
• Employee Referral Scheme 

Further information about your benefits will be provided during your onboarding process. 

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 on www.ipc.com/careers/ and www.ipc.com/about-us/about-ipc/. 

IPC’s Work Culture: 

The IPC work culture is one that fosters inclusion, prioritizes innovation, and maximizes potential. We are a global ecosystem, full of diverse people that together made IPC what it is today.  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 live and breathe our commitment to innovation by embracing bold ideas, seizing new opportunities and striving for excellence. Our people have continued to deliver ground-breaking solutions to our clients for over 50 years.