Executive Assistant & Office Administrator
Job Description
- Prior experience as an Executive Assistant, Office Administrator, or IT/Operations Assistant.
- Comfort working in a fast-paced environment and directly with leadership.
- Familiarity with expense tracking, basic office accounting, or vendor negotiations.
- Flexibility to occasionally extend support beyond office hours when required.
- Provide executive support to senior management, including schedule and task coordination.
- Manage office assets, supplies, and ensure smooth daily operations.
- Support basic HR and administrative coordination.
- Offer basic IT assistance for computers, networking, and office systems.
- Plan and execute internal meetings and office events.
- Possess strong organizational, multitasking, and time management skills.
- Demonstrate excellent written and verbal communication in English.
- Proficient in MS Office / Google Workspace.
- Exhibit professionalism, discretion with confidential information, and a problem-solving mindset.
About BestEx Research
BestEx Research is a financial technology and research firm specializing in building sophisticated execution algorithms and transaction cost modeling tools servicing multiple asset classes. The firm provides high-performance algorithmic execution services to hedge funds, CTAs, asset managers, and banks through a traditional electronic broker and in a broker-neutral Software as a Service (SaaS) model.
Its cloud-based platform, Algo Management System (AMS), is the first end-to-end algorithmic trading solution for equities and futures that delivers an entire ecosystem around execution algorithms, including transaction cost analysis (TCA), an algorithm customization tool called Strategy Studio, a trading dashboard, and pre-trade analytics in a single platform. The platform is currently live for U.S., Europe, and Canadian equities and global futures trading.
BestEx Research is disrupting a $100 billion industry by challenging the status quo of stale, black-box solutions from banks and offering next-generation execution algorithms that combine performance improvement with transparency and customization. BestEx Research uses leading-edge technology to support its low-latency, highly scalable research and trading systems, with its backend in C++, research libraries in C++/Python and R, and web-based technologies for delivering its front-end platforms.
BestEx Research’s mission is to become the leader in automation and measurement of execution across asset classes globally and significantly reduce transaction costs for our clients.
Visit bestexresearch.com for more information about our mission, products, research, and services.
About the Role
We are looking for a proactive and organized individual to support our leadership and ensure smooth day-to-day operations of the office. This role combines executive assistance with office and IT administration responsibilities, requiring a balance of professionalism, adaptability, and technical know-how.
Key Responsibilities
Executive Support
- Assist Senior Management in daily activities, ensuring smooth coordination of schedules, tasks, and requirements.
- Handle personal and professional errands related to leadership work.
- Act as a point of contact between the Manager and staff or external stakeholders.
- Draft and manage emails, letters, reports, and presentations.
- Maintain confidentiality and professionalism in all communications.
Office & Admin Support
- Manage office assets, maintain decorum, and ensure supplies and equipment are in working order.
- Support with attendance tracking and basic HR/admin coordination.
- Organize office tasks, meetings, and documentation.
- Oversee housekeeping, office maintenance, and vendor management.
- Support in onboarding new employees (workspace, laptop, and system setup).
IT & Networking Support
- Provide basic IT assistance for computers, networking, and office systems.
- Maintain an updated inventory of IT and office equipment.
- Coordinate with external IT vendors for troubleshooting or procurement.
Event & Task Support
- Assist in planning and executing internal meetings, office events, and workshops.
- Ensure smooth execution of daily tasks and escalate issues promptly.
Requirements
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills in English.
- Proficiency in MS Office / Google Workspace (Docs, Sheets, Slides, Calendar).
- Knowledge of computers, networking, and IT support.
- Ability to take initiative, prioritize tasks, and work independently.
- Strong organizational and time management abilities.
- Professional, trustworthy, and attentive to detail.
- Ability to handle confidential information with discretion.
- Attention to detail, professionalism, and problem-solving mindset.
Preferred Qualifications
- Prior experience as an Executive Assistant, Office Administrator, or IT/Operations Assistant.
- Comfort working in a fast-paced environment and directly with leadership.
- Familiarity with expense tracking, basic office accounting, or vendor negotiations.
- Flexibility to occasionally extend support beyond office hours when required.
Experience:
5+ years of experience as an Executive Assistant, Office Administrator, or IT/Operations Assistant (combination of admin + IT support preferred).
