Administrative Assistant, Executive Office

AXA • Stamford, CT

13h

About The Position

AXA XL is seeking an Administrative Assistant to support the Chief Financial Officer and the Chief Reporting & Capital Officer. The role handles a broad range of administrative and executive-support responsibilities and requires discretion when managing highly confidential information, adaptability, professionalism, approachability, and strong organizational, collaborative, and diplomatic skills. The position primarily reports to the Chief Financial Officer, with a second reporting line to the Chief Reporting & Capital Officer.

The role provides complex calendar and inbox management; coordinates executive meetings, video conferences, travel, and expenses; and plans team events and meetings. It also supports project follow-through and deliverable tracking, assists the Chief Reporting & Capital Officer’s direct reports with scheduling, and acts as an initial contact for IT and travel issues. Additional responsibilities include arranging Global Town Halls and representing the CFO organization when coordinating with audit partners and other external stakeholders. The assistant works closely with the CEO’s executive assistant and provides reciprocal coverage as needed.

AXA XL is the P&C and specialty risk division of AXA. Its work combines a capital platform, data-driven insights, technology, and talent to provide client service across property, casualty, professional, financial lines, and specialty businesses. The company describes its workspace as agile and inclusive and states that sustainability is integral to its business strategy.

Requirements

• Experience in an executive-level administration role.
• Experience supporting senior executives in a fast-paced, adaptable, and collaborative organization.
• Excellent calendar-management skills and experience coordinating complex executive meetings.
• Strong verbal and written communication skills and the ability to communicate effectively with internal and external stakeholders at all organizational levels.
• Exceptional organizational and proofreading skills, with the ability to multitask and prioritize work streams.
• Ability to approach tasks and projects proactively and collaboratively, anticipate needs, adapt to change, think quickly, and prioritize with minimal direction under tight deadlines.
• Ability to work across time zones, including outside the United States and frequently with France.
• Experience working under pressure and resolving issues, such as IT or travel problems, as quickly as possible.
• Expert proficiency in Microsoft Office Suite and PowerPoint for presentations.
• Legal authorization to work in the United States without sponsorship now or in the future.

Nice To Haves

• Prior experience planning meetings for global teams.

Responsibilities

• Manage complex calendars and coordinate meetings and video conferences with internal and external executives and assistants.
• Coordinate travel, including flights, hotels, and car services, and prepare travel and expense reports by collecting and organizing receipts.
• Plan team events and meetings, including venue and vendor selection and management, travel arrangements, and agenda development.
• Prioritize and manage multiple projects and follow up on open issues in a timely manner.
• Track deliverables and follow up on outstanding items to help drive key projects to completion.
• Provide ad hoc assistance and perform other duties as needed.
• Maintain multiple Outlook inboxes and prioritize messages as necessary.
• Work with the CEO’s executive assistant and provide mutual support and coverage as needed.
• Schedule calls and meetings for direct reports of the Chief Reporting & Capital Officer.
• Act as the first point of contact for IT or travel issues.
• Arrange Global Town Halls, including coordinating speakers, compiling the final PowerPoint, sending invitations, booking rooms, and sending follow-up emails.
• Represent the CFO organization when coordinating with audit partners and external stakeholders.

Benefits

• Flexible working arrangements.
• Enhanced family-friendly leave benefits.
• An enterprising retirement savings plan.
• Health and wellness programs.
• Learning opportunities to develop professional skills and support career progression.
• AXA XL Hearts in Action programs, including a Matching Gifts program, Volunteering Leave, and an annual Global Day of Giving.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed