Executive Assistant

Company Description

Natixis in Portugal is a Centre of Expertise whose mission is to transform traditional banking by developing innovative solutions for the business, operations and work culture of Groupe BPCE worldwide. 

As part of Groupe BPCE’s international division, Natixis in Portugal designs and delivers solutions for its two core areas — Corporate & Investment Banking and Asset & Wealth Management — as well as transversal services that support all entities across the Group. 
With more than 3,000 employees representing 46 nationalities, the teams work across Information Technology, Banking Support Activities, and Compliance, in an integrated, inclusive, and cross-functional way, supporting all business lines and platforms of the Group.  

A disruptive mindset and a culture of proximity and agility identify Natixis in Portugal Team and reflect the company's mission to transform traditional banking at a global scale: a perfect match in the Portuguese dynamics and entrepreneurial ecosystem.

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;
• Dealing with emails and often corresponding on behalf of the manager and following up actions;
• 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

Our workplace reflects the vibrant spirit of our locations, with initiatives such as a Green Transportation Budget, electric bikes and a flexible Hybrid Work Policy. We promote wellbeing through the Honolulu Wellness Club, a Prayer Room, a Lactation Room, and themed Villages that inspire creativity and collaboration. Through our ESG and DEI strategies, we are committed to being inclusive, caring, and fair, ensuring every voice is heard and valued.