Team Assistant, E&S

Summary: AXA is a leading company in the P&C and specialty risk division, known for solving complex risks. They are seeking a Team Assistant to provide dedicated administrative support to the leadership in Wholesale Solutions, ensuring smooth day-to-day operations and enabling them to focus on strategic priorities. 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 Required Qualifications: - 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 Required Skills: Microsoft PowerPoint, Microsoft Outlook, Microsoft Word, Microsoft Excel, SharePoint, Travel and logistics management, Expense reporting, Invoice processing, Meeting minutes preparation, Calendar management, Confidential information handling Benefits: Flexible Working Arrangements, Enhanced family-friendly leave benefits, Competitive retirement savings plan, Health and wellness programs, Wide range of learning opportunities