Team Assistant, E&S

Administrative Assistant

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.

You will report to the Head of E&S Casualty.

What you'll be doing

• Travel & Logistics Management:
• Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations.
• Prepare detailed travel itineraries and ensure all logistical details are aligned.
• Expense & Invoice Processing:
• 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.
• Administrative Support:
• 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.
• Ad Hoc Tasks & Special Projects:
• 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.
• Stakeholder Interaction:
• 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.
• Reporting & Documentation:
• Maintain organized files and documentation, ensuring easy retrieval and accuracy.
• Support with reporting and data entry as needed.
• Workplace Experience
• 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.

What you will bring

We're looking for someone who has these abilities and skills:

Required Skills and Abilities:

• 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.

Who we are

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid-sized companies, multinationals and even some inspirational individuals we don't just provide re/insurance, we reinvent it.

How? By combining a comprehensive and efficient capital platform, data-driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business ? property, casualty, professional, financial lines and specialty.

With an innovative and flexible approach to risk solutions, we partner with those who move the world forward.

Learn more at axaxl.com

What we offer

Inclusion

AXA XL is committed to equal employment opportunity and will consider applicants regardless of gender, sexual orientation, age, ethnicity and origins, marital status, religion, disability, or any other protected characteristic. At AXA XL, we know that an inclusive culture and enables business growth and is critical to our success. That's why we have made a strategic commitment to attract, develop, advance and retain the most inclusive workforce possible, and create a culture where everyone can bring their full selves to work and reach their highest potential. It's about helping one another and our business to move forward and succeed.

• Five Business Resource Groups focused on gender, LGBTQ+, ethnicity and origins, disability and inclusion with 20 Chapters around the globe.
• Robust support for Flexible Working Arrangements
• Enhanced family-friendly leave benefits
• Named to the Diversity Best Practices Index
• Signatory to the UK Women in Finance Charter

Learn more at Inclusion & Diversity at AXA XL | AXA XL . AXA XL is an Equal Opportunity Employer.

Total Rewards

AXA XL's Reward program is designed to take care of what matters most to you, covering the full picture of your health, wellbeing, lifestyle and financial security. It provides competitive compensation and personalized, inclusive benefits that evolve as you do.

We're committed to rewarding your contribution for the long term, so you can be your best self today and look forward to the future with confidence.

Sustainability

At AXA XL, Sustainability is integral to our business strategy. In an ever-changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023-26 Sustainability strategy, called "Roots of resilience", focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

Our Pillars:

• Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems - the foundation of a sustainable planet and society are essential to our future. We're committed to protecting and restoring nature from mangrove forests to the bees in our backyard by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
• Addressing climate change: The effects of a changing climate are far-reaching and significant. Unpredictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We're building a net zero strategy, developing insurance products and services, and mobilizing to advance thought leadership and investment in societal-led solutions.
• Integrating ESG: All companies have a role to play in building a