Executive Admin Assistant – Travel, Expenses & Events

AXA XL; Philadelphia (Philadelphia County); On-site; USD 64,000 - 91,000; Full time

Job summary

AXA XL is seeking a Team Assistant to provide comprehensive administrative support to the Client, Distribution and Marketing Americas leadership. The role focuses on travel planning, expense reporting, vendor payments, and coordinating meetings with confidentiality and professionalism.

You will manage calendars, prepare materials, take minutes, and assist with presentations and town halls, reporting to the Head of Marketing, Americas.

Qualifications

• 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.
• High level of discretion and confidentiality handling sensitive information.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).

Responsibilities

• 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.
• Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations. Prepare detailed travel itineraries.
• Manage calendars, schedule meetings, and coordinate logistics for internal and external engagements.
• Take meeting minutes, draft summaries, and track action items.
• Prepare and distribute meeting agendas, materials, and follow-up items. Support event planning and coordination for team meetings, town halls, and off-site gatherings.

Skills

Travel management

Vendor payments

Expense reporting

Budgeting

Administrative support

MS Office

Tools

Microsoft Office Suite

Job description

AXA XL is seeking a Team Assistant to provide comprehensive administrative support to the Client, Distribution and Marketing Americas leadership. The role focuses on travel planning, expense reporting, vendor payments, and coordinating meetings with confidentiality and professionalism.

You will manage calendars, prepare materials, take minutes, and assist with presentations and town halls, reporting to the Head of Marketing, Americas.