What are the responsibilities and job description for the Executive Assistant position at Natixis?
Job Description
We are looking for an Executive Assistant to provide administrative support for the Real Estate and Hospitality (REH) Americas and Infrastructure & Energy Finance (IEF) group based in New York City (NYC) and Los Angeles (LA). The position is based in NYC.
The ideal candidate will be highly responsive, reliable, organized, and detail-oriented. They should be capable of managing multiple priorities, offering proactive support, and anticipating the needs of business management leaders.
- Provide administrative support in managing and processing REHand IEH staff expense submissions (Concur management, reconciliation of expenses, communication with travel, accounting and audit depts, etc.), meeting / event planning, travel arrangements, preparing and printing documents, etc.
- Maintain oversight for compliance with relevant up to date internal established policies (Travel & Expense).
- Maintain multiple calendars in Microsoft Outlook – constructing agendas and calendar details as far in advance as possible (including those for high-level visitors), highlighting key events, coordinating meetings, meals, and video / audio conferences.
- Coordinate and oversee extensive travel plans, both domestic and international, creating itineraries that involve different time zones, airline and hotel preferences, client contact details, materials needed for meetings, etc.
- Perform general administrative support such as answering phones, copying, faxing, scanning, filing, mailing, printing, binding, creating, and submitting and tracking expenses etc.
- Preparing and organizing important documents including PowerPoint presentations (as needed).
- Coordination of visitors.
- Greet guests / visitors / clients and provide support as needed.
- Work directly with all internal team members / account teams and clients (as needed).
- Set-up scheduled and ad-hoc meetings; attend committee meetings and team meetings, taking and preparing meeting minutes, as needed.
- Ad-hoc tasks and projects as needed
The salary range for this position will be between $, - $,. 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.
Required Skills / Qualifications / Experience
5 years of related experience in a corporate environment supporting business leaders and teams. Preference for candidates with experience in a trading floor or investment banking. Bachelor’s degree required. Must understand the importance of confidentiality. Proficient in Microsoft Office Suite :
Outlook / Teams : Create and modify appointments, manage emails, and organize inbox.
Word : Create and modify communications with features like headers, pagination, and mail merges.
Excel : Understand and use basic functions and formulas.
PowerPoint : Modify presentations.
Self-motivated, proactive, and able to work in a fast-paced environment. Strong organizational skills and attention to detail are essential. Excellent interpersonal skills and phone manner. Effective communication skills; able to convey complex information clearly. Ability to multi-task, adapt to shifting priorities, and prioritize work. Strong teamwork orientation and ability to work independently with minimal supervision.
