Executive Assistant

3 semanas atrás

Porto, Portugal Natixis in Portugal Tempo inteiro

Company Description

Natixis is part of the Global Financial Services business unit, the global arm of Groupe BPCE, specialized in Asset & Wealth Management and Corporate & Investment Banking and counts nearly 16,000 employees across 38 countries.

The Groupe BPCE, the second-largest banking group in France through its two retail banking networks, Banque Populaire and Caisse d’Epargne.

Natixis in Portugal mission is to transform traditional banking services by developing innovative solutions for the bank’s business, operations and work culture, being a key driver of the company’s culture of agility and innovation. Teams of IT and Banking Support Activities work in an integrated, inclusive and transversal way, supporting all the business lines and country platforms.

**Job Description**:
The main role of the position is to provide administrative support to designated Senior Managers and their teams in the London Branch, to cooperate as part of an Executive Assistant team and provide proactive and reliable administrative support to the assigned individuals and teams and to ensure that costs are minimised as appropriate, and that budgets and policies are adhered to within the Executive Assistant remit.

**Main tasks and goals**:

- Extensive diary management of the relevant Senior Managers and other stakeholders including organising meetings, calls and audio/video conferences;
- Screening phone calls, enquiries and requests, and handling them when appropriate;
- Booking and coordinating complex domestic and international travel itineraries including multi-city trips, preparing visas and accommodation both directly and alongside a travel agency, expense recovery and management (Concur);
- Act as the delegated expense and travel coordinator for assigned Senior Managers;
- General ad hoc administrative support to assigned Senior Managers and teams;
- Completing and checking expense reports in a thorough and timely manner on behalf of assigned Senior Managers;
- Provide cover to other EAs when required (overflow support to Senior Country Manager);
- Managing staff on-boarding & off-boarding logistics;
- Tracking and orchestrating senior management and team's attendance to internal committees and meetings;
- Organising meetings and introductions, internally and externally;
- Assisting with filing all client information in Client Relationship Management system (Nat 1) before and after meetings (meetings upload, contact updates, meeting feedbacks and meeting support documents);
- Liaise with London Communications department for the set-up of client entertainment events in addition to internal or external colleague events;
- Complete Odeon Ethics on behalf of executives to register client meetings in the Compliance tool;
- Assisting senior management with the coordination and the communication with the different departments;
- Responsible for taking minutes and following up on actions;
- Responsible for reviewing invoices/expenses/training/hiring request forms ahead of the Senior Country Manager’s approval/signature;
- Manage and co-ordinate with relevant individuals marketing initiatives/seminars/forums;
- Helping organize marketing trips or road shows for the latest investment ideas;
- Assist with PowerPoint presentations for internal and external presentations;
- Create and maintain senior management KPI reports for senior management as required: P&L, Client contributions, team commercial activity, key projects progress, expenses.

**Additional information**:

- Contractual plus flexibility required in order to meet operational requirements and business needs.
- Hybrid work under Natixis policy.

**Qualifications**:

- Proven track record of executive assistant experience, ideally within the Financial Services industry; (1-3 years)
- Excellent time management/organisational skills with strong interpersonal, verbal and relationship management skills;
- Excellent written and verbal communication skills, with a high level of attention to detail;
- Able to handle confidential information in a discreet manner;
- Ability to follow through with assignments within a timely manner;
- Ability to work under pressure, multi-task and manage and prioritise internal/external demands on senior management's time;
- Resourceful, proactive, reliable, trustworthy, and assertive when necessary;
- Self-motivated with high energy level;
- Self-starter, capable of demonstrating a strong sense of initiative;
- Adaptable, enjoying the challenges of a changing environment;
- An inquisitive nature, pro-active and entrepreneurial attitude;
- Diplomatic and approachable at all times;
- Willing to accept feedback, challenges and opportunities as a key to personal and professional growth and continued success.

**Only CV´s in English will be considered.**

Additional Information

Early morning. Campo 24 de Agosto. In 4 minutes, you are clocking in at the office. After grabbing a cup of coffee and fresh fruit, pick up your laptop and cho

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