Executive Team Assistant – Travel, Admin & Events

AXA XL; Exton (PA); On-site; USD 64,000 - 91,000; Full time

Job summary

AXA XL seeks a Team Assistant to provide comprehensive administrative support to the Client, Distribution and Marketing Americas leadership team in Exton/Philadelphia area. You will manage calendars, travel, expenses, vendor payments, and prepare materials for meetings and events.

The role requires strong organizational skills, discretion, and professional communication. Based in the Exton/Philadelphia area, this role supports leaders across the Americas region and may involve coordinating

Responsibilities

• Coordinate invoice processing and vendor payments for marketing events and other external activities.
• Track and reconcile expenses, ensuring compliance with company policies.
• Prepare, review, and submit expense reports for the leadership team and other team members.
• Coordinate complex travel arrangements including flights, hotels, transportation, and dining reservations.
• Prepare detailed travel itineraries and ensure all logistical details are aligned.
• 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.
• 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.
• Act as a point of contact for internal and external stakeholders, fostering positive relationships and ensuring timely communication.
• Maintain organized files and documentation, ensuring easy retrieval and accuracy.
• Support with reporting and data entry as needed.

Job description

AXA XL seeks a Team Assistant to provide comprehensive administrative support to the Client, Distribution and Marketing Americas leadership team in Exton/Philadelphia area. You will manage calendars, travel, expenses, vendor payments, and prepare materials for meetings and events.

The role requires strong organizational skills, discretion, and professional communication. Based in the Exton/Philadelphia area, this role supports leaders across the Americas region and may involve coordinating