Administrative Assistant - Paris

About Marex

Marex Group plc is a diversified global financial services platform, providing essential liquidity, market access and infrastructure services to clients in the energy, commodities and financial markets. It listed on Nasdaq Global Select Market in April 2024. With more than 35 offices in Europe, US and APAC, it 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.

For more information visit www.marex.com

Role Summary

The Administrative Assistant ensures the smooth administrative functioning of the company by providing support to teams, organizing schedules, and guaranteeing the efficient management of daily administrative tasks. She is the main point of contact for various internal and external requests and contributes to the efficiency and fluidity of operations within the organization.

Responsibilities

• Management of routine administrative tasks:
  • Welcoming visitors, answering phone calls, and handling requests.
  • Managing incoming and outgoing mail (physical and electronic).
  • Organizing and managing schedules (meetings, travel, appointments).
  • Managing the agenda and appointment scheduling for the direct supervisor.
• Document management and file organization for 2 entities:
  • Filing and archiving administrative documents.
  • Updating and managing internal databases.
  • Preparing and following up on administrative documents
• Communication and internal/external relations:
  • Corresponding with clients, suppliers, and partners.
  • Preparing reports and presentations for teams or management.
  • Managing incoming calls and directing requests to appropriate departments.
• Support for projects and teams:
  • Providing administrative assistance in managing ongoing projects (task tracking, document preparation) mostly in finance and HR.
  • Collaborating with different departments of the company to ensure proper coordination of activities.

Skills and Experience

Skills

• Strong analytical skills
• Data analyses skills
• Familiar with AI models and platforms
• Educated to a degree or master’s level, preferably (i.e. CISA, ITIL and NIST or equivalent)
• Stakeholder management: ability to work closely with multiple internal stakeholders, build strong cooperative relationships at all levels particularly across areas of Technology
• A sound knowledge of the regulatory frameworks.
• Initiate and commitment to excellence – actively and enthusiastically attempt to influence, seek opportunities to originate action, encourage and develop new ideas
• Excellent written and communication skills
• Enthusiastic and keen to learn and a team player
• Ability to think outside the box and provide creative solutions.
• Be able to multi-task, prioritize and work to deadlines in a pressurised environment.

Experience

• Experienced in all aspects of the employee lifecycle
• Experience of working in an international company & Fluent English
• Experience working in a regulated environment and knowledge of the risk and compliance requirements associated with this
• Experienced in Microsoft Office programs
• Proactiveness in day to day activities and upcoming work, and the ability to determine the most efficient way to complete tasks and projects
• Comfortable with liaising with employees at all levels
• High attention to detail

Competencies

• Self-motivated and confident
• Adaptable – able to be decisive and respond quickly to changing conditions or requirements
• Proactive and innovative with an entrepreneurial flair to drive the business
• Flexible and willing to learn
• Excellent verbal and written communication skills
• A collaborative team player, approachable, self-efficient and influences a positive work environment
• Demonstrates curiosity
• Resilient in a challenging, fast-paced environment
• Excels at building relationships, networking and influencing others
• Strategic collaborator with insight and agility, able to anticipate future challenges, ensuring operational effectiveness

Conduct Rules

You must:

• Act with integrity
• Act with due skill, care and diligence
• Be open and cooperative with the FCA, the PRA and other regulators
• Pay due regard to the interests of customers and treat them fairly
• Observe proper standard of market conduct
• Act to deliver good outcomes for retail customers

Company Values

Acting as a role model for the values of the Company:

Respect - Clients are at the heart of our business, with superior execution and superb client service the foundation of the firm. We respect our clients and always treat them fairly.

Integrity- Doing business the right way is the only way. We hold ourselves to a high ethical standard in everything we do – our clients expect this and we demand it of ourselves.

Collaborative- We work in teams - open and direct communication and the willingness to work hard and collaboratively are the basis for effective teamwork. Working well with others is necessary for us to succeed at what we do.

Developing our People - Our people are the basis of our competitive advantage. We look to “grow our own” and make Marex the place ambitious, hardworking, talented people choose to build their careers.

Adaptable and Nimble - Our size and flexibility is an advantage. We are big enough to support our client’s various needs, and adaptable and nimble enough to respond quickly to changing conditions or requirements. A non-bureaucratic, but well controlled environment fosters initiative as well as employee satisfaction.

Marex is fully committed to the elimination of unlawful or unfair discrimination and values the differences that a diverse workforce brings to the company.

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