Personal Assistant and Office Manager

Personal Assistant and Office Manager (12 months contract) Get AI‑powered advice on this job and more exclusive features. 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. About the role 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: be 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 at your country site location. Facilities Management: Health and Safety & BCM – work with HR and the Head of Office & Information Management to maintain physical security, health & safety on site; include office risk prevention, business recovery plan coordination, business continuity planning and shadow planner updates. Maintenance: organise and maintain testing and inspection, following guidance from the landlord in France; work with the Head of Office & Information Management for pan‑European level acceptance. Mobile Phone Contracts: coordinate all issues connected to fixed and mobile telephony; control smartphone stock, device configuration, relation with the provider for mobiles; work with Head of Indirect Procurement and Negotiate tariffs, prices, improve service in agreement with the MD and Head of Office & Information Management. Operational: meeting rooms, car parking, postage (organise delivery of items and receive goods), stationery order and inventory of stock, all local agreements require MD approval. Third Party Contract Management (TPM): train and procedure when managing existing office management contracts and agreeing new contracts; engage with the Head of Indirect Procurement and Head of Office & Information Management. Leasing: commercial property management, engage in landlord renewal of contracts and support the MD, Legal, Property Team and Head of Office & Information Management to establish a ‘fit‑for‑purpose’ agreement for all parties. Space management: plan allocation of office space and seating, working with the MD and Local Leadership Team; manage the open spaces in the office and their proper maintenance. Facilities Change Management: support the MD, Head of Office & Information Management and property team for changes with facilities onsite. Flexible Ways of Working: support HR, Internal Communications and MD with local engagement with home‑working, providing equipment at home (monitor, keyboard, mouse, table, chair – non‑IT managed service). Invoice process and maintenance: submit office management invoices to the invoice processor with relevant information 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. Why choose Intact We live our values: integrity, respect, customer‑driven, excellence and social responsibility. We are committed to acting with the highest of ethical standards. Our commitment to diversity: founded in our values, we see diversity as a strength and aim to create an environment where everyone can be themselves, grow and succeed. Manage your time: what you accomplish matters more than hours in the office. We are committed to creating a positive and supportive environment, offering time‑off and flexible work arrangements to foster a healthy work‑life balance. Our promise to you: you’ll make a difference every day when you live our values and invest in yourself. In return, we promise support, opportunities and performance‑led financial rewards in a flexible work environment. Shape the future: help us lead an insurance transformation to better protect people, businesses and society. Win as a team: collaborate with inspiring people and stand up for what is right. Grow with us: refresh and reinvent your skills, learn from diverse teams, lift others up and grow. About Intact Intact Insurance Europe is 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), representing 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 USD10 billion in operating DPW by 2030 and a sub‑90 operating 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. Four out of five brokers recognize us as a trusted partner, valuing our specialized expertise, simplified multinational programmes, local market knowledge and reliable claims handling. Privacy & Data Protection Intact Insurance (Europe) S.A. is committed to ensuring that your privacy is protected. We take the necessary measures to secure personal information in compliance with the General Data Protection Regulation (EU) of 27 April 2016 (GDPR) and related data protection regulations. The data you provide will be processed as part of our candidate selection process. The legal basis is our legitimate interest in considering your application. Unless you object, your CV will be kept for two years after our last contact. We may keep your data for the duration of the employment contract if recruited. When employment ends, your personal data is retained only as long as necessary to satisfy legal, accounting or reporting obligations. Intact Group companies and third‑party partners may receive your 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 above. We take reasonable steps to ensure it is treated securely and in line 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. To exercise these rights, write to the Intact Insurance (Europe) Data Protection Officer at Intact Insurance (Europe) S.A., Edif. Torre Europa, Pº de la Castellana, 95 – Planta 19, 28046 Madrid (Spain) or email dp@intactinsurance.eu. We will confirm your identity if needed, and respond to your request within one month of receipt. Seniority level Associate Employment type Temporary Job function Other Industries Insurance Referrals increase your chances of interviewing at Intact Insurance Europe by 2x. Sign in to set job alerts for “Personal Assistant” roles. We’re unlocking community knowledge in a new way. Experts add insights directly into each article, starting with the help of AI. #J-18808-Ljbffr