Administrative Assistant

Administrative Assistant

Gerald Group is one of the world’s oldest and largest commodity trading companies focused on the merchanting of non-ferrous, ferrous, precious metals. For over six decades, we have distinguished ourselves as leading market specialists in the merchanting of all forms of refined metals and raw materials around the world. We take pride in our well-earned reputation as a dedicated and trusted partner to top-tier miners and processors, industrial consumers, and major financial institutions. We are boldly continuing this tradition as we advance a more sustainable metals trade. Founded in the United States, our main trading office is in Stamford, Connecticut. Our world-wide operations are supported by trading hubs and offices in Geneva, Shanghai, Dubai, and other locations. In addition to our merchanting business, our mining assets include the Marampa Mines iron ore mine in Sierra Leone, and the Soremi copper and zinc mine in the Republic of Congo.

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support KYC compliance coordination. This role will primarily focus on managing outbound KYC requests, ensuring our organization’s information, documentation, and approvals are accurately prepared and submitted to counterparties, partners, and institutions in a timely manner. The ideal candidate takes ownership of the follow-up process, understands the critical importance of NDA management, confidentiality, and internal approvals, and thrives in a structured, deadline-driven environment.

Responsibilities

• Prepare, organize, and submit the company’s KYC documentation packages in response to outbound requests from counterparties and financial institutions ensuring accuracy and completeness of all materials provided.
• Manage the NDA process including tracking execution status, obtaining required signatures and filing fully executed agreements.
• Coordinate internal approvals for KYC submissions and related documentation, routing requests to the appropriate person and ensuring timely sign-off.
• Maintain a well-organized, up-to-date repository of all KYC materials, NDAs, corporate records, and supporting documentation, ensuring documents are version-controlled and readily accessible for reference or review.
• Own proactive follow-up on all open KYC requests, NDA execution, and approval workflows; track deadlines, send timely reminders, and escalate items that are at risk of missing critical timelines.
• Coordinate the collection, tracking, and maintenance of inbound KYC documentation and corporate records from counterparties and internal departments.
• Manage customer due diligence (CDD) and periodic KYC refresh requests making sure that prior to disclosing any information, verify that a fully executed NDA is on file, confirm the counterparty has been KYC cleared, and ensure required financial statements or Ultimate Beneficial Owner (UBO) documentation have been received if the counterparty is requesting access to sensitive materials.
• Performs other administrative related duties as necessary or assigned such as:
• Assist with regular reporting; submit and reconcile expense reports.
• Run errands for Executive team as needed.
• Additional project support as assigned.
• Assist with ordering, setting up, and cleaning up luncheons and meetings.
• Provide administrative support to the leadership team and office staff.
• Provide backup for Administrative team to cover for vacations and as needed.

Minimum Qualification Requirements

• 1-3 years of experience in an administrative assistant, onboarding, compliance, or support role.
• Flexibility with hours, able to work overtime as needed.
• Strong skills in Microsoft 365, including Word, Excel, Outlook and Teams.
• Responsible, reliable, and trustworthy, with proven track record of working with confidential information.
• Excellent interpersonal, organizational, and communication skills; must be highly detail-oriented with a demonstrated ability to prioritize, track multiple open items simultaneously, and follow through to completion.
• Able to interact professionally with employees, external partners, and counterparties of all levels and backgrounds.
• Self-motivated, proactive and able to work well both independently and collaboratively using good business judgment and common sense.
• Can-do, positive, flexible attitude and demeanor, and willing to roll up sleeves as needed in a dynamic, fast-paced environment.
• Familiarity with KYC/AML documentation requirements and NDA processes, experience managing outbound KYC submissions on behalf of an organization is strongly preferred.
• Experience with BeSirius is a plus.
• Bachelors degree preferred but not required.