Office Manager

**Description de l’entreprise**:

- Natixis is a French multinational financial services firm specialized in asset & wealth management, corporate & investment banking, insurance and payments. A subsidiary of Groupe BPCE, the second-largest banking group in France through its two retail banking networks, Banque Populaire and Caisse d’Epargne, Natixis counts nearly 16,000 employees across 38 countries. Its clients include corporations, financial institutions, sovereign and supranational organizations, as well as the customers of Groupe BPCE’s networks.
- Natixis Middle East is focused on:
- Structured finance in our four core sectors, Natixis being one of the leading banks in financing renewable energy.
- Global Markets, Fixed Income, Equities and Commodities.
- Trade Finance Solutions
- Islamic Finance
- Investment Banking, DCM, ECM and M&A
- Coverage

Natixis Middle East region spans 14 countries from Egypt to Turkey, but our main focus is in the GCC countries.**Poste et missions**:** Company Description**

Natixis is a French multinational financial services firm specialized in asset & wealth management, corporate & investment banking, insurance and payments. A subsidiary of Groupe BPCE, the second-largest banking group in France through its two retail banking networks, Banque Populaire and Caisse d’Epargne, Natixis counts nearly 16,000 employees across 38 countries.

Main activities:
**1. Reception**
- Operation of the main telephone system, including directing calls to appropriate individuals and message-taking, as required;
- Meeting and greeting office visitors and clients;
- Liaise with service companies to ensure key business equipment is maintained;
- Handle management of petty cash for day-to-day operational expenses;
- Manage meeting room bookings;
- Receive and distribute inward mail/couriers, stamp and send outgoing mail, liaise with selected courier companies to ensure timely dispatch of outgoing consignments;
- Maintaining the logbook record for visitors.

**2. Purchasing support**
- Preparing payment requests;
- Sourcing for quotations;
- Negotiating with suppliers;
- Handling petty cash and preparing the weekly statements;
**3. Business line support**
- Organising travel itineraries, including air travel/transfers/visas/hotel bookings;
- Scheduling business meetings and collation of all documents required;
- Communicating with other NATIXIS offices worldwide;
- Telephone/Video Conferencing - organising the calls and liaising with participants;
- Preparation and submission of expense claims;
- Assisting the CEO.

**4. Admin support**
- Arranging corporate events, such as staff gatherings, seminars and off-site meetings;
- Manage the orders of printed material such as business cards, envelopes, letterheads etc.

**5. Facilities**
- Managing the maintenance of the facilities in liaison with the external supplier;
- Managing the cleaning of the office in liaison with the external supplier;
- Managing the security of the office in liaison with the external supplier;
- Coordinate with Dubai HR and the external PRO company.

Key internal contacts:

- Various local Business Lines and support functions, Dubai Procurement & Workplace department, others as deemed necessary.

Qualifications and experience:

- Degree educated (or equivalent), in a numerate discipline, e.g. English, Business Administration or relevant field;
- 2 or more years of experience, ideally in a financial institution;
- Strong written and verbal communication, time management, reporting, scheduling, organizational, and interpersonal skills are required;
- Demonstrated proficiency in keyboard skills and the utilization of MS Windows, MS Office, presentation software, and related word processing, spreadsheet, and database software is required;
- Proficiency in English and Arabic.

**Profil et compétences requises**:
Office Manager and Personal Assistant works with senior staff to provide one-to-one support. To perform reception duties, assist on travel arrangements and expense claims, provide general admin support, manage the maintenance of the facilities in liaison with the external providers, manage purchasing of office items and handling petty cash and coordinate with the external PRO company on behalf of HR