JOB ENVIRONMENT:

Our mission at AXA is to empower people to live a better life. We have to move from a perceived payer of claims to a strong partner in life for our customers. Thus, our role as Group Operations must be to support and to empower all AXA teams in the best way to achieve together this meaningful aspiration.

The most powerful levers to achieve this can be summarized as Innovation and Execution, and will drive all Operations teams:

• Innovation: To create and provide the prerequisites and opportunities for all AXA teams to develop leading innovative solutions for the needs of our current and future customers
• Execution: To create an environment which allows our teams all over the world to bring their ideas to reality and make our strong promise to the customers happen

Our concrete goals are:

• Reinforce and realize our value creation for the global AXA organization;
• Support and foster innovation across AXA in a close alignment and teaming with Group Business Innovation;
• Embed simplicity and empowerment in our day to day working as well as ensure that we powerfully contribute to AXA’s mission and strategy.

PRESENTATION OF THE CONTEXT AND THE PERSONAL ASSISTANT DEPARTMENT:

The Personal Assistant department’s role is to support 70+ AXA GO leaders across all divisions and geographies. Based in different locations (Europe, Morocco, Asia, Americas), PAs work as one global team to ensure quality and consistency of support provided, leveraging flexible ways of working and continuous improvement.

PERSONAL ASSISTANT MAIN ACTIVITIES:

As a Personal Assistant your main activities are:

• Helping to prioritise time and appointments through efficient diary management and reliable travel planning and execution.
• Plan and facilitate delivery of the Leaders critical meetings and maintain longer-range calendar of events and other key activities.
• Plan and coordinate other key stakeholder meetings involving the Leaders if required, including supporting the PA to the CEO for Leadership Meetings, Town Halls, off-sites, etc. (find dates, help define agenda, prepare and coordinate the production of material, write minutes, follow-up on actions).
• Manage the associated Leaders operational expenses incurred through the necessary booking and finance systems in a timely manner
• Manage the associated Leaders Travel and Expenses processes on COUPA and stay connected with Finance team for DCP to ensure alignment.
• Serve as a liaison between DCP team members and other stakeholders
• Support the offices in all logistics aspects transversally to support AXA DCP in their events and initiatives
• Flexible and willing to perform varying duties depending on the shifting needs of the Leadership Team coordinating with other relevant PA's
• Coordinate and help prepare presentations / material for meetings.
• Provide ad-hoc and project support for Leadership team members.
• Raising purchase orders and processing invoices in a timely manner.

Experience and skills:

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

• Influential Collaborator: Develop and maintain productive working relationships with key stakeholders. Provide guidance and seek input from others as needed to achieve the best result possible.
• Effective Communicator: Excellent verbal and written communication, collaboration, presentation and influencing skills are essential. Able to communicate effectively with internal and external stakeholders at all levels of sophistication. Ability to work in a fast-paced environment and efficiently juggle numerous concurrent responsibilities.
• Manage Ambiguity: Handle complex situations and multiple responsibilities simultaneously, mixes long term projects with the urgency of immediate demands.
• Results Oriented: A keen ability to execute and deliver results. Approach tasks proactively and anticipate needs. Think quickly and have the flexibility to (re-)prioritise multiple work streams/ projects/ tasks without sacrificing quality. Act with a sense of urgency. Understands and has some experience in project management.
• Continuous Improvement Focused: Willing to ask questions and explore new ideas. Eager to learn and focused on continuously improving technical skills.
• Motivated, determined and trustworthy: The candidate must be a reliable self-starter, who is happy to take on multiple responsibilities, and be accountable for the successful completion of projects. They must be discreet and trustworthy.
• Super-user with Microsoft Office with emphasis on sophisticated Outlook, PowerPoint, Word & Excel skills
• Fluency in English & French is mandatory, and French would be appreciated

Tools literacy:

• Proficiency in MS Pack Office: Word, Excel, PowerPoint, Outlook;
• Ability to learn to use different Finance, Procurement, HR tools in order to conduct administrative tasks.