Team Assistant

Team Assistant – Client, Distribution and Marketing Americas Exton, PA (Highly preferred), Philadelphia, PA, New York, NY, USA As a key member of the Client, Distribution and Marketing Americas organization, you will provide dedicated administrative support to the department leadership team, ensuring smooth day-to-day operations and enabling them to focus on strategic priorities. Your robust organizational skills and attention to detail will be vital in managing travel, vendor payments, 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. What You'll Be Doing What will your essential responsibilities include? Expense & Invoice Processing: Coordinate invoice processing and vendor payments for marketing events, sponsorships and other external activities. Support related budget tracking. Track and reconcile expenses, ensuring compliance with company policies. Prepare, review, and submit expense reports for the leadership team and other team members. 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. 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. Reporting & Documentation: Maintain organized files and documentation, ensuring easy retrieval and accuracy. Support with reporting and data entry as needed. You will report to the Head of Marketing, Americas. What You Will Bring We're looking for someone who has these abilities and skills: Robust organizational skills with the ability to prioritize and manage multiple tasks efficiently. Experience managing travel arrangements, vendor payments, expense reports, and general budgeting and administrative functions. Excellent communication skills, both written and verbal, with a professional demeanor. Proactive mindset, able to anticipate needs and able to work with minimal supervision. High level of discretion and confidentiality handling sensitive information. Tech-savvy with proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel). 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 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 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 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 (xx-xx). 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. AXA XL Ltd