Executive Assistant

Executive Assistant Eastern Time Zone, local offices listed, Hybrid office requirement. USA This role will provide an exceptional level of personal support to the Global Chief Underwriting Officer, Specialty, taking responsibility and ownership for a wide variety of administrative and supportive tasks, working with a high level of autonomy and initiative to ensure the maximum efficiency of the business area and senior role(s) it supports. The ability to anticipate needs, think critically, and offer solutions to problems is crucial to this role. You will constantly be one step ahead, with excellent organization skills and considerable attention to detail. A high level of professional and personal confidentiality and discretion will be essential. What you’ll be DOING What will your essential responsibilities include? Support the GCUO Specialty with Outlook organization of their mailbox; email triage, prioritization, and actioning items on their behalf as appropriate. Maintaining the GCUO Specialty's diary by being the initial point of contact, working with internal & external executives and assistants to coordinate a variety of complex in-person and hybrid meetings, while enabling the GCUO Specialty to prioritize time and appointments through efficient diary management. Working as part of the leadership team and acting on behalf of the GCUO Specialty as required. Prioritizing and managing multiple deliverables simultaneously and following through on issues in a timely manner. Maintaining excellent organization to anticipate future activities and ensure effective, longer-term planning. Coordinating and drafting content for communications, presentations, and assembling information packs for the GCUO Specialty using MS Office to a high level of professionalism and accuracy. Content could include spreadsheets, PowerPoint decks, organizational charts, etc. Coordinating and helping to prepare meeting materials of high quality; including preparing agendas, minute-taking, content production, editing and proofing, coordinating preparation and distribution of reports and papers, and any other support that may be necessary to ensure the efficiency of the relevant committees and management teams. Planning all aspects of 3rd Party & department events and meetings, including venue and vendor selection, full logistical event management, travel arrangements, and agenda formulation. Coordinating travel arrangements including preparation of visa application documents, transport and accommodation bookings, and ensuring that all relevant information is provided to the GCUO Specialty. Completing expense submissions and associated administration, approval of GCUO Specialty direct reports’ expense reports in a delegated capacity, and monitoring of pillar department budgets on a monthly basis. Providing ad-hoc project assistance and other duties as needed. Performing general office support functions such as triaging calls & messages, scanning documents, sorting and reviewing incoming mail, ensuring starters and leavers are processed correctly, and ordering any supplies. You will report to the Global Chief Underwriting Officer, Specialty. What you will BRING We’re looking for someone who has these abilities and skills: Substantial experience supporting a senior manager within a professional services organization. Proven experience providing administrative and secretarial support in both one-on-one and team environments. Excellent secretarial skills including accurate typing, minute-taking, grammar and numeracy, diary management, meeting/team event logistics, and knowledge of Microsoft Office software, able to draft own correspondence as required. Demonstrates excellent communication skills, a confident and articulate communicator with internal/external personnel, exercising appropriate discretion in dealing with people at all levels. Excellent attention to detail and a meticulous eye for identifying inconsistencies or inaccuracies in outputs. Able to organize self (and others if applicable), including effective scheduling, prioritization, and time management skills, completing tasks to tight deadlines. Demonstrates a ‘can do’ attitude. Comfortable taking ownership of own work, identifying the need for action while working effectively within a team, using initiative, and making decisions as appropriate. Displays a resilient and adaptable style with a track record of remaining calm in demanding circumstances and adjusting comfortably to changing conditions/priorities. 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 enterprising 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 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 more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We’re training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting. AXA Hearts in Action : We have established volunteering and charitable giving programs to help colleagues support causes that matter most to them, known as AXA XL’s “Hearts in Action” programs. These include our Matching Gifts program, Volunteering Leave, and our annual volunteering day – the Global Day of Giving. For more information, please see Sustainability at AXA XL. The U.S. base salary range for this position is USD 70,200 - 116,600. Actual pay will be determined based upon the individual’s skills, experience and location. We strive for market alignment and internal equity with our colleagues’ pay. At AXA XL, we know how important physical, mental, and financial health are to our employees, which is why we are proud to offer benefits such as an enterprising retirement savings plan, health and wellness programs, and many other benefits. We also believe in fostering our colleagues' development and offer a wide range of learning opportunities for colleagues to hone their professional skills and to position themselves for the next step of their careers. For more details about AXA XL’s benefits offerings, please visit US Benefits at a Glance 2026. #J-18808-Ljbffr AXA Group