Personal Assistant

Personal Assistant (240008YH)

Primary Location

: FRANCE-92-PUTEAUX

Organization

: GIE AXA

Contract Type

: Regular

Shift

: Day Job

Schedule

: Full-time 

Description

Whatever their stage of life, we provide over 108 million customers with the products and services they need to progress. From insurance to personal protection, and savings to wealth management, no matter the need we’re always there for them. And we’re always there for our employees. In 50 countries, we work hard to inspire pride and a sense of belonging in our people. To provide opportunities that challenge them, inspire them, and reward them. And to create a culture that’s open, supportive, and empowering. Because we know that’s the real secret to success – and the best way for us to keep building a better world for both our customers and the talented people who put them first.

Your work environment:

The headquarters of the AXA Group (GIE AXA) brings together our corporate activities. It provides guidance and support to subsidiaries around the world, to ensure the coordination and monitoring of the Group’s global strategy, the application of its standards, the consistency of commercial approaches and the sharing of best practices. The headquarters gathers approximately 1000 employees and is distinguished by its strong international culture (45 nationalities), which makes it a rich and stimulating place to work.

Within the Group, you will join the Group Legal Team as a Personal Assistant of the Group General Counsel who is a member of the AXA Management Committee Member (MC) and the AXA SA Board. The Group Legal team is a team made up of highly qualified lawyers many of whom have international backgrounds, the Group General Counsel heads the team. This role is based in Paris.

Your job and daily missions:

In this role, you will manage the activities of the Group General Counsel, handling sensitive and confidential information, maintaining strict confidentiality at all times. You will exercise discretion and professionalism in all matters, respecting privacy and the trust placed in you. Your job and daily missions will include:

• Provide administrative support to the MC Member
• Answer, screen and transfer inbound phone calls
• Manage agenda
• Organize and schedule meetings and appointments
• Book travel and other arrangements
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Perform multifaceted general office support (time-off, purchases, expense accounts, …)
• Manage processes incl. approvals in tools like Saturne, Concur, Pleiades, Silva, Coupa and complete these internal tools on behalf of you manager
• Collaborate with other executive and administrative assistants throughout the organization to ensure smooth execution and high-quality service
• Insure the preparation and follow-up of documents, requests
• Look for and compile the required information & be able to keep it concise
• Write up & put into appropriate format various documents (reports, mails, boards, drafts, briefing notes, …) from oral and/or written contributions
• Complete some specific projects (dashboards, monitoring quantitative and/or qualitative data)
• Support the team
• Responsible for relaying key business information between the Group Legal PAs (3 PAs)
• Managing all IT-related and office maintenance requests (SILVA, local support service requests, etc.)
• Manage invoices related to the Group General Counsel (Coupa)
• Organize Direct Reports arrivals and departures and manage supply & software requests
• Plan travel arrangements, ensure accuracy of expense accounts, schedule meetings
• Track and monitor the team’s holidays and leaves of absence
• Organize Team Events & Catering
• The personal assistant may perform the following non-exhaustive tasks:
• Prepare and modify documents including correspondence, reports, drafts, memos and emails
• Attend meetings and write up the ‘minutes’
• Manage all department logistics (maintaining a sufficient stock of supplies & computer equipment & their inventory
• Produce day-to-day documents and reports (monitoring of the workforce, budget control, …),
• Manage budget and engagement of external legal firms
• Perform other duties as assigned

Qualifications

• Background and experience:
• Previous experience in working as a Personal Assistant at Senior Executive Level in an international environment
• Knowledge of the company’s business areas o Knowledge of GIE environment ideally
• Technical and professional skills:
• Knows the organization of the Group and its key contacts or is able to build this network quickly
• Proficiency in MS Pack Office: Word, Excel, PowerPoint, Outlook
• Strong ability to be concise & and clear in explanations and written communication
• Experience of managing complex diaries and travel arrangements
• Ability to analyze and understand information as it relates to ongoing work/team projects
• Rigorous, strong organizational and planning skills, with attention to detail
• Excellent time management skills and ability to multi-task and prioritize work
• Fluent in French and English (written and oral)
• Soft skills and competencies:
• Excellent interpersonal skills, effective verbal, listening and written communication skills
• Highly effective organizational and decision-making skills
• Team player and able to collaborate easily
• Anticipate needs and proactively bring together resources to fill these needs
• Highly discreet and confidential
• Customer focus
• A strong ability to adapt to the situation and be solutions oriented
• Thrives in a complex, diverse, and multi-cultural environment
• Curious nature and is open-minded

About AXA Why AXA ? Every day, we work together for human progress by protecting what matters. A mission that puts a smile on your face and makes you want to get up in the morning !

One of the world’s leading insurers in the protection of property, people and assets, AXA is 145,000 employees and contributors who are committed to our customers on a daily basis, 51 countries in which we distribute our products and services and more than 90 million customers who place their trust in us worldwide. As a responsible corporate citizen, AXA is committed to social and environmental causes on a daily basis. We are committed to an inclusive policy that recognizes and values individual differences. Do these ambitions speak to you ? Then come and change the world with us !

The headquarters of the AXA Group is based in Paris – La Défense (Majunga Tower) and brings together the Group’s corporate activities. It is distinguished by its strong international culture.

What We Offer You will join:

• A responsible company, towards people, including its employees and customers, and towards the planet
• A company with strong values
• A company promoting internal mobility and the training of its employees
• A company offering many benefits (learn more here: Reward & Benefits vacanciesin.eu AXA Group)
• A flexible company, allowing hybrid work, in the office and from home.

The information provided by applicants will be treated as strictly confidential and used for recruitment purposes only.

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