Excutive Assistant

Job description

Poste et missions

The Executive Assistant to the department heads and teams provides essential administrative support. This role requires a high level of organization, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

 

·  Provide executive administration support to department heads and teams, including managing expenses in Concur, calendar management, meeting and event planning, travel arrangements, and preparing and printing documents.
·  Maintain multiple calendars in Microsoft Outlook, constructing agendas and calendar entries well in advance (including those for high-level visitors), highlighting key events, and coordinating meetings, meals, and video/audio conferences.
·  Coordinate and oversee extensive domestic and international travel plans, creating comprehensive itineraries that account for different time zones, airline and hotel preferences.
·  Perform general administrative tasks such as managing correspondence, copying, faxing, scanning, filing, mailing, printing, binding, and submitting expenses.
·  Prepare and organize important documents, including PowerPoint presentations and other materials as needed.
·  Greet guests, visitors, and clients, ensuring a professional and welcoming atmosphere.
·  Undertake ad-hoc tasks and projects as required, demonstrating flexibility and responsiveness to changing needs.
·  Work directly with all internal team members, account teams, and clients as needed to facilitate communication and collaboration.
·  Update task lists and project management tools with current priorities, monitoring the progress of various tasks and projects to ensure timely completion.
·  Enter and maintain accurate records in databases, documenting meetings, decisions, and action items for easy reference.
·  Organize and manage digital files, ensuring important documents are accessible and up to date.
·  Track deadlines for projects and compliance tasks, proactively sending reminders to team members to keep projects on schedule.
·  Address technical issues by liaising with IT support to resolve computer malfunctions or software failures.
·  Manage budget oversight by tracking travel and entertainment expenses and preparing regular budget summaries for review.
·  Facilitate communications with clients and vendors, documenting feedback and ensuring clear and timely responses.
·  Support training initiatives by coordinating sessions and ensuring compliance with necessary regulations.
·  Foster team collaboration through regular check-ins and updates while managing work-from-home requests and coordinating time-off schedules.
·  Serve as ESG Champion, conducting research and coordinating timely submissions with the ESG team to promote sustainability efforts.
·  Contributed to the development of the BTA site and currently manage it, ensuring tasks are completed on schedule and acting as the primary point of contact for any updates or issues
·  (Back up) Manage the distribution of the Underwriting Risk (U/W Risk) report for the Americas Platform, ensuring timely and accurate communication of risk assessments.
·  (Back up) Review data from the Singular UWR report for accuracy and reliability, collaborating with the team to address any discrepancies.

Qualifications

·   Bachelors degree
·  Experience in financial services.
·  Solid, demonstrated working knowledge of, and skill in, the Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
·  Outlook:  Ability to create and modify appointments and recurring appointments using the planner; familiarity with features such as labels and private appointments; ability to compose, send, and forward emails, as well as perform email blasts and manage inbox features such as folders, sorting, and searching.
·  Word:  Ability to create and modify communications using features such as headers and footers, pagination, tables, mail merges, and hyperlinks.
·  Excel:  Ability to understand, create, and use basic functions and formulas to create workbooks.
·  PowerPoint:  Ability to modify presentations.
·  Must be self-motivated and proactive; must take initiative and be able to work in a fast-paced environment.
·  Strong organizational skills and attention to detail are essential.
·  Excellent interpersonal skills and phone manner.
·  Effective verbal and written communication skills, with the ability to convey thoughts clearly and succinctly, and to communicate complex information in a clear and organized manner; ability to compose general correspondence, memos, and other documents that require little or no editing by the manager.
·  Ability to multitask and adapt to shifting priorities; ability to prioritize work effectively.
·  Strong orientation toward teamwork.
·  Ability to work independently or with minimal supervision.
·  Must understand the critical importance of confidentiality

 

The salary range for this position will be between $100,000 - 125,000. Natixis is required by law to include a reasonable estimate of the compensation range for this role. Actual base salary will vary and will be based on several factors including, but not limited to, relevant experience, education, skills set, applicable licensure and certifications, and other business and organizational needs. Base salary is only one component of our total rewards package. Natixis also offers a generous benefits package, and you may be eligible for a discretionary incentive award depending on company and individual performance.