Personal Assistant and Office Manager

Our employees are at the heart of what we do : helping people, businesses and society prosper in good times and be resilient in bad times. When you join our team, you are bringing this purpose to life alongside a passionate community. Feel empowered to learn and grow while being valued for who you are. At Intact Insurance, we commit to supporting you in reaching your goals with tools, opportunities, and flexibility. It’s our promise to you. Who we are At Intact Insurance, we are experts at what we do in protecting what makes businesses unique. Our deep understanding of the specialty insurance market is the foundation for our customized solutions, backed by targeted risk control and claims services. Our employees are passionate about providing insurance coverage that’s aligned to our targeted customer groups. Across Europe, our footprint includes offices in France, Spain, Belgium and the Netherlands, supported by a dedicated team of around 300 professionals. Some of the responsibilities include but are not limited to : PA to MD : Diary management, administrative assistance, inbox management, drafting communications on behalf of MD’s, expenses for the MD only, planning and organising travel and meetings. Greeting customers or clients. Arrange dinners and lunches onsite or offsite. Collaborate on local or EU-wide events. Onsite Presence : It is the responsibility of the Office Managers to make sure they are available and flexible to be onsite 5 days a week if needed e.g. emergency response, reception, onsite changes or MD business need. Office Management Team : Responsible for Team directives and initiatives to be implemented to your country site location. Facilities Management : Health and Safety & BCM : working with HR and Head of Office & Information Management to implement and maintain Physical Security, Health & Safety on site this will include Office Risk Prevention, Business Recovery Plan Coordination and updating as part of Business Continuity Planning and Shadow Planner update. Maintenance : Organise and maintain testing and Inspection along with guidance from Landlord in France in particular this building adheres to regular inspection and testing. Working with the Head of Office & Information Management for a pan-European level acceptance. Mobile Phone Contracts : Coordinate all the issues connected to fixed and mobile telephony; control Smartphones stock, device configuration, relation with the provider for mobiles. Work with Head of Indirect Procurement with Negotiate tariffs, prices, improve service in agreement with the MD and Head of Office & Information Management. Operational : Meeting Rooms, Carparking, Postage (organise delivery of items and receive goods), Stationary order and inventory of stock, all local agreements will need approval from the MD. Third Party Contract Management (TPM) : Training and procedure when managing existing Office Management contracts and agreeing new contracts. Engaging with the Head of Indirect Procurement and Head of Office & Information Management. Leasing : Commercial Property Management, engaging in Landlord renewal of contracts and support the MD, Legal, Property Team and Head of Office & Information Management to make sure we establish a ‘fit-for-purpose’ agreement for all parties. Space management : Plan of allocation of office space and seating working with the MD and Local Leadership Team. Management of the open spaces in the office as well as their proper maintenance. Facilities Change Management : Supporting the MD, Head of Office & Information Management and property team for changes with facilities onsite. Flexible Ways of Working : Supporting HR, Internal Communications and MD with local engagement with home-working, providing equipment at home such as Monitor’s, Keyboards, Mice, Table and Chair (non‑IT managed service). Invoice process and maintenance : Submit Office Management invoices and to the Invoice processor with relevant information to be raised for payment. DAF provided for approval of low‑level Office Management invoices only. New Starter and Leavers Process (Non‑IT) : Support new starters and leavers process onsite working with HR, IT Manager and the Hiring Manager. Follow the New starter and Leavers process taking responsibility when indicated in the process. Why choose Intact We live our Values : We are committed to acting with the highest of ethical standards through our five core values : integrity, respect, customer driven, excellence and social responsibility. Our commitment to Diversity : Founded in our values, we see diversity as a strength and aspire to create an environment where everyone can be themselves, grow and succeed. Together, we will stand up for what’s right to build an inclusive society. Manage your Time : What you accomplish matters more than hours in the office. We are committed to creating a positive and supportive environment in which you perform your best. Our Time-Off and Flexible Work Arrangement options help foster a healthy work‑life balance. Our promise to you Our Values are foundational to our success at Intact. You’ll make a difference every day when you live our Values, do your best work, are open to change, and invest in yourself. In return, we promise you support, opportunities and performance‑led financial rewards in a flexible work environment where you can : Shape the future : Help us lead an insurance transformation to better protect people, businesses and society. Win as a team : Collaborate with inspiring people to do your best work every day and together, stand up for what is right. Grow with us : Refresh and reinvent your skills, learn from our diverse teams, lift others up, and grow. About Intact As part of Intact Financial Corporation (IFC) – Canada’s largest Property & Casualty insurer, with nearly CAD$24 billion in annual direct premiums and a global team of 31,000 employees – we bring global strength, deep expertise, and a strong focus on customers. Intact Insurance Europe is part of IFC’s Global Specialty Lines business (GSL) which represents 3,500 professionals dedicated to more than 20 niche segments. GSL operates across North America, the UK, and Europe, and benefits from a strong international network covering over 150 territories – with clear profitable growth ambitions to reach $10 billion in operating DPW by 2030, performing at a sub‑90 operating combined ratio. We’re specialists who go the extra mile, offering expert solutions, treating claims as a promise, and helping businesses manage risk and move forward. 4 out of 5 brokers recognize us as a trusted partner, valuing our specialized expertise, simplified multinational programs, local market knowledge, and reliable claims handling. Intact Insurance (Europe) S.A. is committed to ensuring that your privacy is protected, as the data controller, we take the necessary measures to ensure the security and confidentiality of the personal information it holds or processes in compliance with the General Data Protection Regulation (EU) of 27 April 2016 ("GDPR"), Loi n° 2018-493 du 20 juin 2018, relative à la protection des données personnelles and rest of related data protection regulations. The data you provide will be processed as part of our candidate selection process. The legal basis for this processing is our legitimate interest in considering your application. Unless you object, your CV will be kept for two years after our last contact with you. We may kept your data for the duration of the employment contract in the event of recruitment. Once your employment has ceased, your personal data will be only retained for as long as is necessary to satisfy any legal, accounting or reporting obligations. Intact Group companies and third‑party partners may be recipients of your personal data when required. Sometimes your personal information may be sent to other parties outside of the European Economic Area (EEA) in connection with the purposes set out above. We will take all reasonable steps to ensure that your personal information is treated securely and in compliance with data protection regulations. In accordance with data protection laws, you have the right to access and obtain a copy of the data concerning you, object to the processing, have it rectified or deleted. All you have to do is write to the Intact Insurance (Europe) Data Protection Officer to the following address Intact Insurance (Europe) S.A. Edif. Torre Europa, Pº de la Castellana, 95 – Planta 19 28046 Madrid (SPAIN) or send an email to the following address dp@intactinsurance.eu. We will ask you to confirm your identity if we need to, we have one month from receiving your request to tell you what action we have taken. #J-18808-Ljbffr