Personnal Assistant

**Flexible Work Eligible**: None

**DISCOVER your opportunity**

**Personnal Assistant**

Paris, France

AXA Smart Services relies on creating an ecosystem of AXA’s risk insights, risk management, and risk prevention capabilities to enhance and support our service offering to commercial clients. Clients will be able to access a broad selection of data built on existing or developing AXA assets.

This is a fantastic full-time permanent opportunity for an experienced Executive Assistant to support the Head of Smart Services and act as a coordinator for the global Smart Services team.

As an Executive Assistant & Smart Services Co-Ordinator you will be responsible for providing an exceptional level of personal support, taking responsibility and ownership for a wide variety of administrative and supportive tasks, working with a high level of autonomy and initiative to ensure the maximum efficiency of the business area and executive you support. The ability to anticipate needs, think critically and offer solutions will be paramount to your success.

This is a varied role where you’ll be responsible for managing an extremely active calendar, making travel arrangements, managing incoming and outgoing correspondence, arranging meetings, preparing meeting minutes, noting follow up actions and chasing for updates.

**DISCOVER your opportunity**

What will your essential responsibilities include?
- Main point of contact for diary management
- Arrange, prioritize, and organize all external/internal meetings where required, with clear and professional communications
- Arrange all travel and external stays in line with policy or arrange exceptions in advance
- Provide agenda (when required by line manager) appropriate time, and directions where complex, and update meeting invites where necessary
- **Team Co Ordinator**
- Work closely with manager when organizing breakfast meetings, lunches, dinners, events, and committees on behalf of the line manager or business where appropriate, ensuring equipment, stationary, venues, catering, and invites, are arranged prior to the meeting
- Working with team as appropriate to plan and execute all aspects of all management meetings, townhall planning, meetings (onsite & offsite) including venue and vendor selection and task management, complex diary management, travel arrangements (as per company guidelines) and agenda formulation.
- Providing meeting support, including preparing agendas, minute taking, and any other support that may be necessary to ensure the efficiency of the relevant committees / boards or management teams.
- Organizing and facilitating conference calls and video conferences with international participants ensuring that meetings are timely and technically supported.
- Gifts & Hospitality records for Head of Smart Services and department
- Manage and process invoices and expenses for Head of Smart Services and department
- Manage and arrange travel and accommodation needs for Head of Smart Services and department as required
- Providing ad hoc project assistance and other duties as needed

You will report to the Transversal Project Manager

**SHARE your talent**

**SHARE your talent**

We’re looking for someone who has these abilities and skills:

- Proven experience supporting senior executives in a fast-paced environment, demonstrating a ‘can do’ attitude.
- Able to organize self (and others, where applicable) including effective scheduling, prioritisation and time management skills, completing multiple tasks to tight and differing deadlines.
- Excellent calendar management skills with experience of coordinating complex executive meetings for global teams / working across time differences.
- Proficient with Microsoft Office - PowerPoint, Excel and Word. Experience with SharePoint.
- Displays a resilient and adaptable style, with a track record of remaining calm in demanding circumstances, adjusting comfortably to changing conditions / priorities.
- Track record of identifying and analysing problems, identifying & evaluating options, deploying sound decision making skills.
- Strong attention to detail and data accuracy.
- Passion for results; approach tasks and projects proactively and anticipate needs.
- Ability to think quickly, take initiative, make decisions with mínimal direction.
- Collaborative approach - seeking input from others as needed to achieve the best result possible.
- Excellent interpersonal skills; displaying an awareness of dealing with sensitive issues and/or confidential information; discretion in dealing with people from all levels of the Company.

**FIND your future**

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don’t just provide re/insurance, we reinvent it.

How? By combining a strong and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusi