Administrative Assistant, Executive Office

AXA; Stamford (CT); On-site; USD 61,000 - 96,000; Full time

Job summary

AXA XL is seeking an Administrative Assistant to support the CFO and Chief Reporting & Capital Officer. The role handles confidential executive tasks and requires discretion, diplomacy, and adaptability.

You will collaborate with the CEO's EA, manage multiple Outlook inboxes, and coordinate global meetings and events. The ideal candidate has executive-level administration experience, is organized, proactive, and able to work across time zones, including with France.

Qualifications

• Experience supporting senior executives in a fast-paced environment.
• Proven ability to manage complex calendars and travel arrangements.
• Strong written and verbal communication with discretion.

Responsibilities

• Provide heavy calendar management with executives and assistants.
• Coordinate travel including flights, hotels, car service, and expense reports.
• Plan team events, venues, vendors and agendas.
• Prioritize multiple projects and follow up on open items.
• Track deliverables and drive projects to completion.
• Support IT and travel issue resolution; act as first contact.

Skills

Executive administration

Senior executive support

Calendar management

Multitasking

Communication

Time zones coordination

Tools

Microsoft Office

Outlook

PowerPoint

Job description

We are looking for an Administrative Assistant to support the Chief Financial Officer and Chief Reporting & Capital Officer.

In this role, you will be responsible for handling a wide range of administrative and executive support tasks. We are seeking someone who will exercise discretion in the handling of highly confidential details while being adaptable to change. Role requires a professional demeanor and approachable personality which allows you to leverage your organizational, collaborative and diplomatic skills to play a pivotal role in the success of the CFO.

Whatyou’ll be doing

What will your essential responsibilities include?

• Providing heavy calendar management by working with internal and external executives and assistants to coordinate a variety of complex meetings and video conferences.
• Coordinating travel arrangements including booking flights, hotels, car service and preparing Travel and Expense reports by collecting and organizing expense receipts, etc.
• Planning all aspects of team events and meetings, including venue and vendor selection and management, travel arrangements and agenda formulation.
• Prioritizing and managing multiple projects simultaneously while following through on open issues in a timely manner.
• Tracking deliverables and helping drive key projects to completion by following up on outstanding items.
• Providing ad-hoc assistance and other duties, as needed.
• Maintain multiple Outlook inboxes, prioritizing as necessary.
• Work closely with the CEO’s EA and provide support and cover for each other as needed.
• Support the direct reports of the Chief Reporting & Capital Officer with scheduling calls and meetings.
• Act as the first point of contact for any IT issues or travel issues.
• Arrange Global Town Halls, including coordinating the speakers, collating the final PowerPoint, sending the invite, any room bookings, and subsequent email follow up.
• Act as the face of AXA XL’s CFO organization when coordinating with our Audit Partners or external stakeholders.

You will primarily report to the Chief Financial Officer, with a second reporting line to the Chief Reporting & Capital Officer.

Whatyou’ll be doing

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

• Experience in an executive-level administration role
• Experience supporting senior executives in a fast-paced, adaptable and collaborative organization.
• Excellent calendar management skills with experience coordinating complex executive meetings. Prior experience planning meetings for global teams.
• Technical skills: Expert proficiency in Microsoft Office Suite, and PowerPoint for presentations.
• Outstanding verbal and written communication skills with the ability to positively and effectively converse with key internal and external stakeholders at all levels of the organization.
• Exceptional organizational and proofreading skills with the ability to multi-task and prioritize work streams.
• A passion for exceptional results: Proactively and collaboratively approaching tasks and projects anticipating needs, adapting to changes by thinking quickly and prioritizing with minimal direction working under tight deadlines.
• A robust ability to work across various time zones, including outside of the US, and quite frequently with France.
• Experience working under pressure and have the ability to resolve issues (e.g., IT or travel issues) as quick as possible.

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.

Applicants for this role must be legally authorized to work in the United States without sponsorship now or in the future.

The U.S. base salary range for this position is USD 60,800 - 95,900.

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.