Posted time 20/03/24 Location London

Role Overview

We have an exciting opportunity for someone to join us as a Administrative Support Assistant. This is a crucial role that provides comprehensive support to the London Cross commodities team and ensures the smooth operation of daily business activities. This role requires a high level of organisational skills, attention to detail, and the ability to handle a wide range of tasks with discretion and professionalism. The role reports to the Senior Executive Assistant.

Location & Specification

4 days per week (Monday to Thursday) at our London Office. 12 Month contract

Business Overview

Established in 1783, ED&F Man is an employee-owned agricultural commodities merchant with 2,800+ people in 110 global locations and annual revenue in excess of $8bn. ED&F Man Commodities trades sugar, coffee, molasses, animal feed and pulses. Corporate responsibility is ingrained in our culture. We are passionate about sustainable production, take care to limit the environmental impact of our operations and actively support the communities in which we work.

Key Accountabilities

Corporate & Executive Support
• Calendar Management: Maintain and organise meetings in the absence of the Senior EA, organise appointments, and travel arrangements while prioritising conflicting demands for the general London team;
• Document Management: Prepare, edit, and format documents, reports, presentations, and other materials. Manage filing systems, both electronic and physical, ensuring documents are organised and easily accessible;
• Travel Coordination: Arrange and coordinate travel arrangements including flights, accommodations, transportation, and itineraries. Anticipate potential issues and proactively address them;
• Meeting Support: Organise and facilitate meetings, including scheduling and assist preparing agendas and distributing relevant materials;
• Administrative Support: Perform general administrative tasks such as archiving, couriers, and scanning. Manage office supplies. Support new joiner activities
• Expense Management: Support expense processes, ensuring compliance with company policies. Prepare expense reports for the approval;
• Time Management: Efficiently prioritise and manage tasks to meet deadlines and ensure optimal use of time;
• Confidentiality: Maintain strict confidentiality of sensitive information and handle confidential matters with professionalism and discretion;
• HR support tasks – for example tracking overseas business visitors invoice management, assist with organising some training sessions.

Sugar Documents Support
• Scan original documents as soon as received (by post/courier) and e-mailing to the relevant specialist for detailed review. In some instances these may have midday deadlines.
• Store documents that have been scanned in computer file for each vessel folder on shared drive for storing and sharing
• Original documents to be stored clearly and securely in company safe
• Dispatch original documents in line with our overseas documents specialist’s requests to buyers (not sending any additional documents in folders that have not been requested)
• Process original documents for dispatch against bank collection or letters of credit on behalf of overseas documents specialist’s instructions, ensuring to print/endorse/sign certificated as requested.

Skills and Experience

• Minimum education: A level or equivalent professional experience
• Proven experience as an administrative assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent organisational and multitasking skills.
• Knowledge of travel & expenses systems, e.g. Concur, etc.
• Strong written and verbal communication skills.
• Attention to detail and a high level of accuracy.
• Discretion and ability to handle sensitive information.
• Ability to work independently and as part of a team.
• Strong problem-solving and decision-making abilities.
• Professional demeanour and excellent interpersonal skills.
• Flexibility to adapt to changing priorities and tasks.

As an ever-friendly reminder: Researchers have found that men apply to roles when they meet an average of 60% of the criteria. Women and other underrepresented groups tend to apply only when they check every box. If you are interested, but don’t feel like you meet every single point on the job description, please still apply!

Our Offer

We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading.

Our Values

Respect, Integrity, Meritocracy, Client Focus, Entrepreneurship

Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities. Our values are underpinned by a set of essential behaviours, which form part of our performance management approach. Delivering on our objectives is very much about ‘what’ we do, but these essential behaviours also provide a guide and measure for ‘how’ we do things. Our performance essentials are Take Initiative, Self‐Management, Deliver Results and Collaboration.

Our Commitment

We are committed to creating and sustaining an inclusive and diverse work environment where all employees are treated with dignity and respect. We are committed to promoting equal opportunities in employment and are focussed on actively building and developing diverse teams. All qualified applicants will receive equal treatment without regard to race, colour, sex, gender, age, religion or belief, ethnic or national origin, marital or civil partner status, physical or mental disability, military or veteran status, sexual orientation, gender reassignment (identity, gender expression), genetic information or any characteristic protected by local law.

We are willing to make any reasonable adjustments throughout our recruitment process.
To apply you must have the right to work for the provided location.