Personal Assistant - (M/F)

Job description

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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 Corporate Finance department within DCFG (Direction Centrale des Finances du Groupe).

The Group Corporate Finance team, organized in geographic areas, covers two main areas of activities:

• Coordinating and executing AXA Group's Mergers and Acquisitions (M&A) projects including review of acquisitions, disposals, greenfield projects, long-term distribution agreements, internal restructurings, etc. M&A transactions stakeholders are very broad, incl. AXA local and Group teams (financial planning, legal, tax, operations, IT, etc.), and external advisors (financial, actuarial, tax, legal, etc.).
• Coordinating the Capital Management activities. Capital Management activities contribute to optimize the level of capital and remittance of operating entities of AXA Group, including through reinsurance and in-force transactions, organizing the capital allocation meetings (bi-yearly) and discuss the performance and strategy of the entities in terms of capital management throughout the year.

Within this Department, you will be the Executive Assistant of the Head of Group Corporate Finance and his team.

Your job and daily missions:

ASSISTANTSHIP

Manage the secretariat of the Group Corporate Finance team which is composed of ca. 20 people (including two persons based in Madrid and one in Singapore). The key activity is the management of the Head of Group Corporate Finance and his N-1 diaries which requires, amongst other things, to organize complex meetings with both internal (e.g., Top Management) and external (e.g. investment bank) stakeholders and to take the lead on the organization of Capital Allocation sessions (bi-yearly process, each session requires the organization of ca. 50 meetings with the AXA entities). Organization of travels arrangements for all the team members: bookings (hotel, transport), management of the internal validation process, management of administrative formalities (visas, etc.).

Management of several other processes important to the smooth running of the team:

• Management of professional expenses (via Concur tool) to ensure proper application of the expense policy
• Follow-up of team time-tracking (via Saturn tool), including rebilling to entities (in collaboration with PBRC).

BUDGET

Monitoring of the department's budget in collaboration with the Head of Group Corporate Finance and PBRC: preparation of forecasts, monitoring of expenses incurred, etc. Management and payment of invoices (via Coupa tools) and regular update of tracking tools.

EVENTS

Organizing DCFG events: yearly DCFG dinner and year DCFG offsite (prospecting, project development, budget management, bookings, project follow-up and onsite coordinator).

Desired profile

Qualifications :

Technical skills

·  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 and interpersonal skills

·  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
·  Strong ability to adapt to the situation and be solutions oriented
·  Thrives in a complex, diverse, and multi-cultural environment
·  Curious nature and open-minded