Personal Assistant - European Markets & Health Department

Why AXA? Every day, we work together for human progress by protecting what matters. A mission that puts a smile on your face and makes you want to get up in the morning!

One of the world's leading insurers in the protection of property, people and assets, AXA is 145,000 employees and contributors who are committed to our customers on a daily basis, 51 countries in which we distribute our products and services and more than 90 million customers who place their trust in us worldwide. As a responsible corporate citizen, AXA is committed to social and environmental causes on a daily basis. We are committed to an inclusive policy that recognizes and values individual differences. Do these ambitions speak to you? Then come and change the world with us!

YOUR ROLE AND RESPONSABILITIES:

Within the Group, you will join the European Markets & Health Team, and more specifically, you will be part of the pool of Personal Assistants supporting the organization of activities of several directors sitting in the same team.

Your job and daily missions:

The Personal Assistant (P.A.)’s main purpose is essentially to provide proactive reliable and effective support to the Directors. The P.A. facilitates the organization of Directors’ agendas, meetings, business travels and all related expense/budget management activities. They also lead/contribute to the organization of larger collective team gathering events and support the Directors in the preparation of documents needed for some meetings or for senior stakeholders (i.e. briefing notes, draft replay email, etc.)

The P.A. will be primarily dedicated to one or several Directors but also provide back-up assistance when other P.A.’s are being absent or in case of incoming transversal workload (i.e. holidays).

The role does require flexibility to support Directors in their activities and travel arrangements, including continuing support work when in different time zones.

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  Daily activity organizations in a structured way
• proactive management of the agendas
• organization of meetings with several senior stakeholders (internal and external)
• organization of business trips: meetings, flight or train tickets, hotels
• management of expenses

• 
  Preparation and follow-up of documents, requests
• Write up & put into appropriate format various documents (reports, mails, boards, drafts, briefing notes…) from oral and/or written contributions.
• Support the preparation of documents needed before/after meetings (i.e. briefing notes, minutes).

• 
  On-site assistance and support to the EM&H team
• Receive internal/external visitors when on-site meetings/workshops.
• Organize logistics for on-site visits (i.e. badges, IT support, Conference rooms, lunches, activities…)
• Manage new employees or contractor’ arrival / departure when based in the same location, to ensure full equipment from day 1, and onboarding guidelines and tools (i.e. Saturne etc...)
• Acting as office reference person with any questions related to the functioning of the workplace.
• Managing all IT-related and office maintenance requests (SILVA, local support service requests, etc.)

• 
  Team budget/expenses and invoices
• Manage invoicing process from beginning to payment, including purchase requests/ orders in tools and send them to the providers, follow-up on validation process, track payments of invoices in tools.
• Liaise with providers, prepare contracts following procurement processes and templates, follow-up with contract finalization.
• Provide regular reporting on budgets/expenses from the tool and identify potential mistakes.
• Maintain a dashboard with the team’s expenses (team’s cost centers).

• 
  Manage Time tracking for the team
• Complete time sheet for Directors
• Monitor completion for the rest of the Teams and perform checks
• Process/Validate completed time sheets

• 
  Active member of the pool of P.A.’s
• Fully collaborate with the other P.A.’s of the team and provide supports where needed (i.e. in cases of absences, organization of team events, transversal requests impacting several Directors).
• Provide occasional support to other P.A.’s with specific demands/projects requiring collective contributions.
• Work hand-in-hand within the pool of P.A.’s to ensure smooth information flow and personal assistance continuity provided to the team’s Directors.

YOUR PROFILE

• 
  Let’s talk about you:

Take a look at this handy list to help you decide if you’ve got the right skills and experience for this role. We’re looking for someone with:

• Sharp organization skills
• High autonomy
• High proactivity
• Absolute sense of confidentiality
• Be multi-task capable
• Resistance to stress and changing agendas
• Communication skills (including interaction with Senior Executives)
• Great team spirit
• English fluent mandatory
• High comfort with tools (or high appetite to learn and become autonomous) such as, Traveldoo, Concur, Saturne, AxAPI, Pléiades, SILVA IT Ticketing tool, etc.

WHY JOIN US

You will join:

• A responsible company, towards people, including its employees and customers, and towards the planet
• A company with strong values
• A company promoting internal mobility and the training of its employees
• A company offering many benefits (learn more here: Reward & Benefits | AXA Group)
• A flexible company, allowing hybrid work, in the office and from home.

In line with our commitments, we celebrate each new hire by taking action for global reforestation: we plant a tree for every recruitment. So, are you ready to apply?