Executive Assistant to the Head of USA Private Capital Services , Assistant Administrator

Executive Assistant

The Executive Assistant serves as a trusted partner to the Head of USA Private Capital Services, providing high-level executive, operational and administrative support that enables the Head of USA to focus on the organization's most important strategic and business priorities. This role goes beyond traditional administrative support. The Executive Assistant will proactively manage executive priorities, time, information flow, communications and key stakeholder interactions while ensuring the Head of USA is appropriately prepared for meetings, decisions and commitments. Working closely with senior leaders across JTC's US and global businesses, the successful candidate will demonstrate exceptional judgment, discretion, professionalism and attention to detail. The individual must be comfortable operating in a fast-paced environment, anticipating needs, managing competing priorities and taking ownership with limited direction. The role requires a highly organized, proactive individual who can bring structure to a dynamic executive environment while building trusted relationships across the organization.

Main Responsibilities and Duties

• Redesign day-to-day workflows.
• Use AI and digital tools to reduce manual admin and free up time for higher-value work.
• Introduce modern productivity tools.
• Identify, trial and embed tools and ways of working tailored to a senior executive's needs.
• Challenge established habits.
• Proactively look for opportunities to simplify how the Head of USA works, without being asked.
• Build visibility systems.
• Maintain digital trackers and dashboards giving real-time visibility of priorities, actions and deadlines.

Strategy Execution & Follow-Through

• Track delivery of strategic priorities.
• Monitor commitments across the US region and chase follow-up actions on the Head of USA's behalf.
• Prepare briefing materials.
• Compile briefing packs, board papers and meeting materials, synthesizing information from across the business.
• Support senior governance forums.
• Assist preparation for PCS Executive Committee, JTC USA Group Board and other senior meetings.
• Draft correspondence and reports.
• Use AI tools to accelerate first drafts of communications and reports, while preserving the executive's voice.

People Leadership Support

• Support performance review and feedback.
• Help the Head of USA review team output and prepare structured, constructive feedback.
• Prepare for team meetings and one-to-ones.
• Collate relevant data, context and follow-up items ahead of people leadership conversations.
• Track deliverables against KPIs.
• Monitor team commitments and deadlines, flagging risks to the Head of USA early.

Presentation & Communication Design

• Design professional presentations and reports.
• Use AI-assisted design tools to improve the quality and turnaround of decks and reports.
• Support client, board and internal communications.
• Ensure consistent JTC brand, tone and messaging across materials.
• Bring modern presentation formats into the business.
• Introduce new formats and techniques where they improve clarity and impact.

Diary, Travel & Meeting Coordination (a small part of the role)

• Manage diary and meeting scheduling.
• Coordinate the Head of USA's calendar and meeting logistics.
• Arrange regular US travel.
• Book and coordinate travel efficiently, using digital tools to minimize manual admin.

Essential Requirements

• Bachelor's degree in business, finance, economics or a related discipline.
• Genuine interest in building a career in professional or financial services, ideally with JTC.
• Demonstrate proficiency with Microsoft 365 and modern productivity and AI tools (e.g. Claude, Copilot, ChatGPT), with the judgement to identify opportunities to automate routine work, blend information and improve executive-office efficiency while appropriately handling confidential information.
• Naturally curious about new technology, quick to learn and adopt new tools and ways of working.
• Coordinate selected strategic initiatives and special projects on behalf of the Head of USA, establishing timelines, coordinating stakeholders, monitoring deliverables and escalating risks or delays.
• Strong written communication skills, able to draft clearly and professionally.
• Good eye for presentation design and formatting (PowerPoint or equivalent).
• High degree of discretion, professionalism and judgement when handling sensitive information.
• Comfortable challenging established ways of working and offering a fresh perspective no formal EA experience or preconceptions required.
• Proactive, organised and able to manage competing priorities with minimal supervision.
• Resilient and adaptable, thriving in a fast-paced, evolving environment.
• Willing and able to be office based in Delray Beach, Florida.
• Willing to travel regularly across the US as required.

Our Commitment to Inclusion & Wellbeing

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.