Natixis Investment Managers (€1,300.9 billion AUM1) is a multi-affiliate organisation that offers a single point of access to more than 20 specialised investment firms in the Americas, Europe and Asia. The firm ranks among the world’s largest asset managers.2 The company is dedicated to providing innovative ideas on asset allocation and risk management that can help institutions, advisors and individuals address a range of modern market challenges.

Our multi-affiliate approach connects you to the independent thinking and focused expertise of more than 15 active managers. We deliver a diverse range of solutions across asset classes, styles, and vehicles. We’re dedicated to advancing sustainable finance and developing innovative ESG products. We consult and partner with our clients, and continually evaluate markets and assumptions to ensure their strategy delivers on long-term goals.

Primary Objectives & Job Purpose:

We are seeking a highly organized, proactive, and commercially minded Executive Assistant & Office Manager for a 12-month parental leave contract commencing late November / early December.

In this dual-capacity role, you will be responsible for ensuring the seamless, daily operations of our Australian offices (Sydney, Melbourne, and Brisbane) while delivering elite, high-level executive support to the Country Head and local leadership team.

Acting as a key operational pillar, you will demonstrate strong capabilities in business planning, financial tracking, and cross-functional coordination. Additionally, you will play a vital role in supporting our local partnership and collaboration with our affiliates.

Position Description & Key Areas of Responsibility

1. Business Operations & Financial Administration

- Partner with leadership to project manage strategic initiatives for the Australian business development unit.
- Drive the preparation, collation, and distribution of meeting packs and materials for the Board of Directors, Executive Committee (EXCO), local Management
- Budgeting & Expenses:




- Build, monitor, and maintain local annual Travel & Expense (T&E;) and marketing budgets using Anaplan, providing regular spend-versus-budget progress updates to department heads.
- Oversee end-to-end invoice management, including the generation of purchase orders, processing of invoices, and correct internal cost-centre allocation.
- Act as the main point of contact for office leases across Sydney, Brisbane, and Melbourne. Liaise with building management across all sites regarding facilities, maintenance, and building access control.
- Corporate Programs & Registers:
- Manage the corporate AMEX program (applications, closures, Concur system integration).
- Direct expense reconciliation and approval management for the Country Head and department heads.
- Maintain essential corporate records, including document execution registers, templates, org charts, and staff biographies.
- Regularly review, update, and maintain the Australian Business Continuity Plan (BCP) and drive process improvement across the AU business unit.
- Partner with HR to coordinate seamless onboarding/induction plans for newcomers and offboarding protocols for departing employees.

2. Executive Support to the Country Head

- Proactively manage the Country Head’s complex calendar, coordinating local, interstate, and international meetings alongside detailed travel logistics (flights, transfers, lodging, and agendas).
- Prepare high-quality, professional presentation and briefing materials ahead of crucial internal and external meetings.

3. Travel, Events & Affiliate Collaboration





- Coordinate all end-to-end travel arrangements for the local teams, and coordinate logistics, hotel bookings, and agendas for visiting global executives.
- Corporate Events
- End-to-end management of internal planning offsites, team strategy days, and staff social celebrations (including agendas, budgeting, and materials).
- Collaborate closely with joint venture partner and affiliate to plan and execute joint initiatives, including monthly networking drinks, bimonthly presentations, and end-of-year events.

4. Office & General Administration

- Provide broad administrative support across Sydney, Melbourne, and Brisbane.
- Maintain inventory levels by ordering office/kitchen supplies, stationery, client gifts, corporate cards, and IT/mobile hardware.
- Train and act as the main Fire Warden for the office, conducting practice building evacuations in alignment with building management guidelines twice a year

Experience, Skills & Qualifications

- Extensive prior experience operating as an Executive Assistant, Business Operations Coordinator, or Office Manager—ideally within the financial services, fund management, or corporate sector.
- Strong technical aptitude across corporate software suites, including Microsoft Office (Word, Excel, PowerPoint), Salesforce or similar CRMs, Concur (expense management), and Anaplan (budget tracking) is highly regarded.
- Exemplary verbal and written communication skills. Proven experience handling business-sensitive information with strict confidentiality and executive discretion.
- Strong numerical skills with experience managing purchase orders, invoice allocation, and budget tracking.
- A systematic planner with the ability to balance multiple priorities, coordinate interstate offices safely, and meet tight deadlines.
- A warm, proactive, and resilient qualified who remains calm under pressure, possesses a natural client-first service mentality, and enjoys fostering a collegiate, highly collaborative team culture.

📌 Executive Assistant (12 month Parental Leave Coverage) (Sydney)
🏢 Natixis Investment Managers
📍 Sydney