Chief of Staff / Executive Assistant – General Secretary F/M

Job title:

Chief of Staff / Executive Assistant – General Secretary F/M

Company:

AXA

Job description

POSITION SUMMARYIn a context of complex and multi country operational delivery and transformation, this role is a key to support the AXA Partners General Secretary in running and maximizing the performance of the General Secretary in line with our SCALE UP strategy in time, on cost and providing the right quality. The General Secretay includes Legal, Compliance and DPO.DIMENSION OF THE ROLEThis role provides key support to the AXA Partners General Secretary working closely with her/him on daily activities, managing some key initiatives, and ensuring effective communication and coordination across teams and with various departments. The EA will act as a liaison between the executive and other team members, help to prioritize and drive important projects, and is involved in ensuring that the General Secretary is running in line with cost expectations (following budgets, FTE trajectory vs strat plan). The EA plays a vital role in streamlining operations, driving organizational priorities, and supporting the overall effectiveness of the leadership team of the function.KEY RESPONSIBILITIESExecutive support– In partnership with the personal assistant, anticipate needs from the head of function: ensuring that content for all meetings are prepared, briefs communications drafted, priorities hierarchized and managed, documents stored and archived– Co-ordinate and manage the governance of General Secretary team including preparation of agendas, presentations, recording and follow up of actions, track and monitor delivery of goals, cascade information, co-ordinate information requests and other support required.– Ensure that meetings are efficiently run in content, timing and output.– In conjunction with the Leadership team, prepare strategic or operational notes and presentations for various audiences: functional SLT, anticipate and review documents presented at AXA Partners Executive Committee. collaborate closely with teams on topics of shared interest to ensure effective preparation of meetings and presentation material.– Ensure that decisions taken are followed up and implemented effectively and that all stakeholders are kept informed of decisions and actions in a timely manner.– Regularly provide insights on ways to clarify the governance and improve the efficiency of the function.– Represent the Head of General Secretary in meetings as necessary.Financial– Ensure adequate ambition according to investments and monitor execution and performance– Coordinate timelines on the strategic plan exercise and budget construction of the Function with HR and Finance

• Coordinate timelines on budgets, targets, forecasting and strategic plan monitoring, in collaboration with all directs reports, HR and Finance

Communication– Build and deliver the General Secretary communication plan in collaboration with Leaders and other key stakeholders such as Global HRBP, Transformation and Change teams, communication teams, local management and champions– Support the AXA Partners General Secretary in communicating through multiple channels with the teams across the world– Organise the management offsite meetings in collaboration with HR, town hall events, seminars and events to ensure a strong communication approach from leadership– Contribute to increase communication on our transformation and business activities

• Maintain an up-to-date organisation chart of the Function

Reporting– Monitor the function KPIs, analyse outcomes and facilitate relevant discussions– Build, analyse, animate ad hoc reportings as necessary within AXA Partners and with AXA Group,This role is flexible and may evolve to cover a wide range of topics based on the organization’s needs.Working relationships:· General Secretary SLT· General Secretary community (Legal / Compliance / DPO)· General Secretary teams· AXA Partners Excom, Chief of staff of AXA Partners CEO· EA/PA community· Transformation team· Support functions dedicated to the function (Finance, HR, Legal, Compliance, IT, Communication)· Country Managers· Central Function teams· Various Group stakeholdersQualifications– Proven track record in program/project management. Good understanding of change management.– Project orientation with the ability to learn and embrace continuous improvement in processes and approach to implementation.– Experience of working internationally across multiple functions in a matrix organisation.– Ability to work at a fast pace in a rapidly changing environment.– Highly effective communication skills, with the ability to adapt to local cultures and contexts.– Advanced level of analysis and synthesis.– Collaborative spirit and ability to adapt to different leadership styles while ensuring impact.– Ability to work with teams without hierarchical authority thanks to strong influencing skills.– Pragmatism and ability to operate at an overall strategic level as well as with a practical and detailed approach.– Transparency and openness in working style, with the courage to challenge effectively and make difficult observations to contribute to the success of the business unit.– Proactive, anticipating needs and actions.– Striving for excellence.– Deep listening skills and humility.– Strong sense of confidentiality.– Fluent or bilingual English, French is an asset but not a requirement, other languages of AXA’s partners are assets for this position.AXA Partners is committed to diversity and inclusion, on an equal basis.Join a company that helps protect the forests! At AXA Partners, we plant a tree for every new recruit (with a permanent contract). Learn more about the Reforest Program#LI-EN

Expected salary

Location

Malakoff, Hauts-de-Seine

Job date

Wed, 26 Feb 2025 23:13:42 GMT

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