Office Manager / Executive Assistant

About the Role

Natixis Corporate & Investment Banking is seeking a dynamic and highly organized Office Manager / Senior Executive Assistant to join our team in Toronto, Ontario. This crucial role will provide comprehensive support to the Country Manager, Canada, and other senior executives, ensuring the smooth and efficient operation of our Canadian offices. If you are a proactive, detail-oriented professional with a passion for organizational excellence and executive support, we encourage you to apply and contribute to our company's growth.

Responsibilities

• Provide high-level administrative and organizational support to the Country Manager, Canada, and senior leadership, anticipating needs and ensuring seamless workflow.
• Manage complex calendars, proactively identify key events, and prepare agendas for important meetings, including quarterly board meetings.
• Plan and execute client events, managing venue selection, guest and vendor coordination, and on-site logistics.
• Coordinate domestic and international business travel, creating detailed itineraries that account for time zones, travel preferences, accommodation, and meeting schedules.
• Oversee the daily operations of the office, manage equipment and facility maintenance, and liaise with property management.
• Ensure all activities comply with local laws, regulations, and ethical standards, collaborating with the Chief Compliance Officer and facilitating communication with regulatory bodies.
• Identify and implement process improvements to enhance administrative efficiency and optimize support functions.
• Collaborate with Accounts Payable and Purchasing for vendor management and due diligence.
• Prepare and organize documents, create professional PowerPoint presentations, and format client presentations.
• Act as the primary liaison for administrative matters with regional departments, facilitating communication and problem-solving.
• Coordinate new employee onboarding processes and provide local IT support.
• Greet guests and clients professionally and courteously.
• Undertake ad hoc project management, including research and follow-up on outstanding tasks.

Requirements

• Bachelor's Degree is required.
• A minimum of 7 years of experience in an Executive Assistant, Senior Administrative Assistant, or a similar executive support role.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong interpersonal and problem-solving abilities with meticulous attention to detail.
• Impeccable professional demeanor and a proactive approach to tasks.
• Excellent organizational and time management skills, with the ability to perform under pressure in a fast-paced environment.
• Outstanding verbal and written communication skills for effective interaction at all levels.
• Demonstrated integrity and discretion in handling confidential information.
• Familiarity with SAP Concur or similar travel and expense management systems is advantageous.
• Fluency in French is a plus.

Perks

• Opportunity to work closely with senior leadership and influence operational success.
• A stimulating, dynamic, and collaborative work environment.
• Develop skills in a role with diverse and strategic responsibilities.
• We value initiative, excellence, and commitment.

Additional Information

This is a full-time, onsite position located in Toronto, Ontario, Canada.