Team Assistant, E&S

AXA•Boston, MA

3h•Onsite

About The Position

As a key member of the Wholesale Solutions organization and the Boston hub, you will provide dedicated administrative support to the leadership in Wholesale Solutions, ensuring smooth day-to-day operations and enabling them to focus on strategic priorities. Your organizational skills and attention to detail will be vital in managing travel, expense reporting, and a variety of ad hoc administrative tasks. You will be a proactive team player, maintaining high standards of professionalism and confidentiality while supporting the leadership team. Typical responsibilities of an Administrative Assistant involve prioritizing booking and overseeing of travel plans using in-house software, managing incoming and outgoing correspondence, scheduling calendar management, task management with high level of attention to detail, and tracking and managing expense reports as needed. The ability to anticipate needs, think critically, and offer solutions to problems is crucial to this role. This role is highly visible and hands-on, serving as a first point of contact for workplace needs and ensuring that the office environment is functional, organized, and ready to support the business each day.

Requirements

Excellent written and interpersonal communication skills displaying an awareness of dealing with sensitive issues and/or confidential information.
Attention to detail, ability to prioritize, meet deadlines and work under pressure
Able to organize self (and others if applicable) including effective scheduling, prioritization, and time management skills, completing multiple tasks to tight and differing deadlines.
Experience in Microsoft Office, particularly focused on PowerPoint, Outlook, Word, and Excel. Familiarity with SharePoint.
Displays a resilient and adaptable style, with a track record of remaining calm in demanding circumstances, adjusting comfortably to changing conditions / priorities.
Passion for results; approach tasks proactively and anticipate needs.
Ability to think quickly, take initiative, make decisions with minimal direction.
High level of discretion and confidentiality handling sensitive information.
Collaborative approach - seeking input from others as needed to achieve the best result possible. Positive attitude, team-oriented, with a “can-do” approach to support the executive team.

Responsibilities

Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations.
Prepare detailed travel itineraries and ensure all logistical details are aligned.
Prepare, review, and submit expense reports for the Heads of Business and other team members.
Track and reconcile expenses, ensuring compliance with company policies.
Assist with invoice processing and vendor payments.
Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements.
Prepare and distribute meeting agendas, materials, and follow-up items.
Take meeting minutes, draft summaries, and track action items.
Support the team with various administrative projects, including preparing presentations, reports, and communications.
Assist with event planning and coordination for team meetings, town halls, and off-site gatherings.
Act as a point of contact for internal and external stakeholders, fostering positive relationships and ensuring timely communication.
Working with, and being aware of, highly confidential information (both internally and externally) and ensuring the ongoing security and confidentiality of such information.
Maintain organized files and documentation, ensuring easy retrieval and accuracy.
Support with reporting and data entry as needed.
Serve as a welcoming first point of contact for colleagues, guests, and vendors, always delivering professional and friendly service – foster a positive workplace culture that promotes diversity, inclusion, and employee well-being.
Ensure all meeting rooms and shared spaces are set up, well-stocked, and fit for purpose for internal and external use. Troubleshoot basic issues and escalate maintenance or repair needs to building management as appropriate.
Order, receive, store, and distribute office supplies as needed. Oversee mail operations including receiving, and distributing mail and deliveries.
Collaborate with cross-functional teams, including HR and IT, to address challenges and implement solutions that remain in accordance with our policies and guidelines.
Onboard new staff on matters of office security and safety in the Boston office.