The headquarters of the AXA Group (GIE AXA) brings together our corporate activities. It provides guidance and support to subsidiaries around the world, in order to ensure the coordination and monitoring of the Group's global strategy, the application of its standards, the consistency of commercial approaches and the sharing of best practices. The headquarters gathers approximately 1000 employees and is distinguished by its strong international culture (45 nationalities), which makes it a rich and stimulating place to work.

Within the AXA Group Communication, Brand and Sustainability Department, the AXA Research Fund, the scientific philanthropy initiative of AXA, aims to support researchers in the areas of health, climate & environment, socioeconomics & new tech. Since 2007, the AXA Research Fund has supported more than 700 research projects led by researchers at over 300 universities in 38 countries. The Fund aims to finance innovative research projects to inform public decision-makers while making research accessible to the greatest number of people.

Website: https://www.axa-research.org/  LinkedIn, Twitter & Instagram: @AXAResearchFund

The Head of the AXA Research Fund is looking for a Personal Assistant & Office Manager who will have 3 main missions: 1/ Day-to-day support to the Head of the AXA Research Fund, including administrative tasks and specific projects; 2/ Office Manager, supporting the relationships with the Institutions of the researchers on the payments & grants; 3/ Organisation of events for the Fund.

This role requires excellent interpersonal skills to manage stakeholders, autonomy, team mindset and proactiveness in managing projects and escalations to the Head of the AXA Research Fund. Being very rigorous and holding an excellent level of English is a plus.

• Day-to-day support to the Head of the AXA Research Fund
  • Ensure proactive timely assistance to the Head of the Fund: manage calendar, organize travels and meetings, answer enquiries and communicate in English and French.
  • Support the Head of ARF to organize a smooth teamwork internally and within the Organisation: monitor the team’s generic mailboxes, monitor roadmap, ensure liaison with other departments and compliance to AXA standards in terms of trainings, travels & policies.
• Office Manager for the Fund
  • Support Academic Institutions of the researchers:
    • Pilot payment management to researchers and Universities.
    • Supervise in direct payment status and related documentation: receive calls for payment of grants and manage invoices from service providers, file pre-assessment questionnaire to accounting team, validate payments with the Head of ARF.
  • Budget monitoring
    • Provide support for budgetary control process with internal financial control department.
• Event organization
  • Organize the Scientific Board and Advisory Board meetings, key decision-maker bodies of ARF.
  • Lead the preparation and logistical arrangements of meetings (on-site, virtual, hybrid). Work internationally with support of the wider Group administrative teams to organize complex meetings, events and engagement activities is key.

Profile:

• Pragmatic and strong organizational / planning / time management skills
• Very rigorous, ability to multi-task and prioritize strict deadlines
• Anticipate needs and proactively bring together resources within the Organisation to fill these needs
• Ability to work independently and appetite to grow to supervise projects
• Strong verbal and written communication skills, including ability to draft routine correspondence in both French and English.
• Proficient computer skills
• Positive, team player mindset
• 3-5 years of proven experience in administrative and secretarial functions, preferably within an international environment

Language: English, French