Personal Assistant - GUO

Job description

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Notre métier, protéger les personnes, les biens et les actifs.
Notre raison d’être, agir pour le progrès humain en protégeant ce qui compte.
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Votre environnement de travail

Le siège social du Groupe AXA (GIE AXA) regroupe nos activités corporate. Il assure le pilotage et le support des filiales dans le monde, afin de garantir notamment la coordination et le suivi de la stratégie globale d’AXA, l’application de ses standards, la cohérence des approches commerciales, et le partage des meilleures pratiques.

Le siège est composé d’environ 1000 employés et se distingue par sa forte culture internationale (45 nationalités), ce qui en fait un espace de travail riche et stimulant.

C’est autour de la diversité et de l’unité que se construit AXA, c’est pourquoi nous nous engageons à promouvoir le succès collectif par l’inclusion.

Within the Group, you will join the Group Underwriting Office as Personal Assistant to the LS&H Group Chief UW Officer and to the Head of Claims.

Your job and daily missions:

Primary mission

<-- [if supportLists]-->· <--[endif]-->Provide operational support to the two leaders

<-- [if supportLists]-->o <--[endif]-->Organize meetings and appointments with careful planning and coordination

<-- [if supportLists]-->o <--[endif]-->Complete special projects and initiatives with oversight and support

<-- [if supportLists]-->o <--[endif]-->Organize all travels related to the leaders

<-- [if supportLists]-->o <--[endif]-->Manage the expenses reports of the leaders

<-- [if supportLists]-->o <--[endif]-->Identify and address issues with operational processes and procedures

<-- [if supportLists]-->o <--[endif]-->Prepare and modify documents including correspondences, reports, drafts, memos and emails

<-- [if supportLists]-->o <--[endif]-->Establish and leverage a strong network of relationships with internal and external stakeholders to be as efficient as possible (ex: GIE PAs community)

<-- [if supportLists]-->o <--[endif]-->Perform other duties as assigned (ex: on Saturn tool add the leaders’ time tracking every month & follow up with other team members if not done)

<-- [if supportLists]-->o <--[endif]-->Prepare the agenda and issue minutes of the (weekly) leadership meeting for the two leaders

<-- [if supportLists]-->o <--[endif]-->Read the upcoming emails in the leader’s email box & plan appropriate meetings/calls (mostly for the Head of Claims)

<-- [if supportLists]-->· <--[endif]-->Support the team

<-- [if supportLists]-->o <--[endif]-->Managing all IT-related and office maintenance requests (SILVA, local support service requests, etc.)

<-- [if supportLists]-->o <--[endif]-->Manage invoices related to the leaders & his/her department (Coupa: raise purchase orders and goods receipt.

<-- [if supportLists]-->o <--[endif]-->Organize the employees’ arrivals and departures, managing supply and software requests

<-- [if supportLists]-->o <--[endif]-->Update the distribution lists

<-- [if supportLists]-->o <--[endif]-->Perform other duties as assigned (ex: organize teambuilding (annual), internal trainings (TTT), end of year dinner, after-work drinks)

<-- [if supportLists]-->o <--[endif]-->Event management: organize 4 to 6 global conferences gathering between 30 and 100 senior expert leaders for 2-3 days (planning and agenda, venue, food, admin, etc.)

Desired profile

Qualifications :

Let’s talk about you:

Main competencies and experience

Competencies

· Proficiency in MS Pack Office: Word, Excel, PowerPoint, Outlook

· Ability and desire to keep learning, to understand the work context and be curious about how tasks fit within this wider context/organisation

· Ability to analyze information and understand information as it relates to ongoing work/team projects

· Sound research skills and attention to detail

· Rigorous, strong organizational and planning skills

· Excellent time management skills and ability to multi-task and prioritize work

Behaviours

· Excellent interpersonal skills, effective verbal, listening and written communication skills

· Highly effective organizational and decision-making skills

· Anticipate needs and proactively bring together resources to fill these needs

· Highly discreet and confidential

· Customer-service orientation

Experience

· Previous experience in working as a PA at Senior Executive Level in an international environment

· Knowledge of the company’s business areas

Language

· Fluent English & French