Office Manager

Natixis NY Branch; Stockholms kommun; On-site; SEK 400,000 - 550,000; Full time

Job summary

The Natixis NY Branch in Sweden is seeking an Executive Assistant to provide comprehensive administrative support to the Senior Country Manager. Key responsibilities include managing day-to-day office operations, overseeing supplies and equipment, and supporting onboarding of new employees.

The ideal candidate will have executive assistant experience within the Financial Services industry and possess excellent time management and communication skills. Fluency in English and Swedish is required.

Qualifications

• Proven track record of executive assistant experience in Financial Services.
• Ability to work proactively and collaboratively.
• Excellent written and verbal communication skills.

Responsibilities

• Oversee day-to-day administration of the branch office.
• Manage office supplies and equipment.
• Support onboarding process for new employees.

Skills

Executive assistant experience

Office management

Time management

Interpersonal skills

Communication skills

Proficiency in Word, Excel, PowerPoint

Fluent in English and Swedish

Job description

• Oversee the day-to-day administration and general operations of the new branch office.
• Manage office supplies, stationery, and catering requirements.
• Maintain office equipment and liaise with external service providers for maintenance and repairs.
• Manage the security and access to the office premises.
• Act as the first point of contact for building management and facilities-related queries.
• Ensure the office is kept tidy, presentable, and compliant with health and safety regulations.
• Support the onboarding process for new employees, including setting up workstations and IT access.
• Assist with the coordination of office moves or refurbishments if required.
• Manage incoming and outgoing mail and deliveries.
• Foster a positive and productive working environment within the office.
• Assist with the management of the office budget and expense tracking for office-related costs.
• Extensive diary management of the Senior Country Manager.
• Diary management and meeting arrangement of other stakeholders as required.
• Organising travel, arranging visa documentation, monitoring time keeping, general ad hoc administrative support to the assigned Senior Country Manager.
• Act as the delegated expense and travel approver for the Senior Country Manager.
• Completing and checking expense reports in a thorough and timely manner on behalf of the Senior Country Manager.
• Tracking and orchestrating senior management and team's attendance to internal committees and meetings.
• Organising meetings and introductions, internally and externally.
• Where requested by the SCM, assisting with filing all client information in Client Relationship Management system (e.g., Nat 1) before and after meetings (meetings upload, contact updates, meeting feedbacks and meeting support documents).
• Create and maintain senior management KPI reports as required: P&L, Client contributions, team commercial activity, key projects progress, expenses.
• To support the organisation and execution of client entertainment events, as well as internal and external colleague events, collaborating with relevant internal departments and external vendors.
• Marketing / Public Relations coordination as required.
• Screening phone calls, enquiries and requests, and handling them where appropriate.
• Complete Odeon Ethics on behalf of the executive to register client meetings in the Compliance tool.
• Assisting senior management with the coordination and the communication with the different departments.

What we need from you

• Proven track record of executive assistant experience, ideally within the Financial Services industry
• Experience in office management or a similar operational support role is highly desirable
• Ability to work proactively and collaboratively with others, and a commitment to contributing to a strong team culture to ensure success.
• 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.
• Ability to meet multiple and/or unexpected deadlines in a demanding environment, to prioritise appropriately and ensure follow through and completion of tasks in a timely manner.
• Advanced proficiency in Word, Excel and PowerPoint; ability to learn customized software/tools.
• Self-motivated, resourceful, proactive, reliable, trustworthy, and assertive when necessary.
• An inquisitive nature and entrepreneurial attitude, demonstrating a strong sense of initiative.
• Diplomatic and approachable at all times.
• Able to handle confidential information in a discreet manner and show sound judgement regarding sensitive matters.
• Fluent English, Swedish, proficiency in French a plus but not required.

Required Skills/Qualifications/Experience

To provide comprehensive administrative support to the Senior Country Manager and operational management for the new branch office. To cooperate as a key support function and provide proactive and reliable administrative support to the assigned executive, whilst ensuring the efficient and smooth running of the branch office operations. To ensure that costs are minimised as appropriate and that policies are adhered to within the EA and Office Management remit.