What you do Allianz Partners is looking for a full-time team assistant to support Group Audit and Communications teams (0,5 / 0,5). This wide-ranging position has both administrative and some project responsibilities, from managing invoices, budget follow up to coordination of diary management, meeting planning, trip organization, internal events coordination and follow up. The tasks described in the key responsibilities below. Tasks and qualifications are subject to change as the needs of the department and the organization evolve. Group Audit team (0,5 time) Key Responsibilities: · Budget Monitoring and invoice processing: · Assist in monitoring the departmental budget, liaising with Global Office Planning & Controlling team to align on actual figures. · Manage the processing and payment of invoices related to departmental expenses, ensuring timely and accurate payments. · Alert the management without delay in case of the budget is exceeded. · Global Audit Conference Organization: · Organize and coordinate logistics for the biannual global audit conference, including venue selection, agenda planning, guest speaker arrangements, and attendee accommodations. · Collaborate with internal stakeholders and external vendors to ensure the successful execution of the conference. · Participate to the elaboration of the presentations when necessary. · Travel and Expenses Support: · Liaise with the Audit Corporate desk in India to ensure that auditors receive timely and accurate travel & expenses reimbursements. · Set-up and monitor KPIs · Support project coordination on T&E with Audit Operations team. · Communication Management: · Support internal and external communication efforts, including updating the Audit team SharePoint sites with relevant information and resources. · Assist in drafting and formatting communication materials, such as memos, presentations, and reports. · Documentation Management: · Maintain organized and up-to-date records of budgetary documents, invoices. · Support Audit Planning & Monitoring activities with quarterly checks and KPIs follow-up to ensure data quality of the recordings of internal audit activities. · Ad Hoc Support: · Coordinate the onboarding of newcomers with HR department and Audit Chief People Officer. · Provide additional administrative support to the audit team as needed, including scheduling meetings and handling other tasks to facilitate departmental operations. Group Communications team (0,5 time) The Group Communications team is a friendly, diverse and international team of communications experts based in Paris, Munich and Dublin. Within the Group Communications Department and under the responsibility of the Comms Team Project Manager, the Communications Assistant is responsible for ensuring the smooth administration of the daily activities of the Group Communications team. Key Responsibilities: · Budget Monitoring and invoice processing: · Managing and tracking the Group Communications budget · Ensuring purchase order and invoices are created, tracked and paid · Meetings & events organization: · Organizing meetings, in persons or via Webex and MS Teams, from regular team meetings to company-wide webinars or external meetings, ensure efficient follow-up where required · Supporting the organization of different communication events both locally and internationally (Global office events, seminars etc) · Documentation Management: · Liaising with the accounting and legal departments when needed and with key providers to ensure department contracts are up to date and compliant. · PA Support to Global Head of Group Communications: · Providing administrative and logistic support to the team and the Group Communications Director on a daily basis (trip organization, agenda management, onboarding plannings for new comers…) · Ad Hoc Support: · Supporting the team with coordination and logistics across a wide range of projects during busy periods What you bring Requierement: · 3-5 years of previous experience in administrative support roles · Strong organizational and time management skills, with the ability to prioritize tasks effectively. · Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint. · Excellent English communication skills, both written and verbal. · Detail-oriented approach with a focus on accuracy and quality. · Ability to work independently with minimal supervision and as part of a team. · Flexibility to adapt to changing priorities and deadlines in a dynamic work environment. What we offer Our employees play an integral part in our success as a business. We appreciate that each of our employees are unique and have unique needs, ambitions and we enjoy being a part of their journey. We are there to empower and encourage you with your personal and professional development ensuring that you take control by offering a large variety of courses and targeted development programs. All that in a global environment where international mobility and career progression are encouraged. Caring for your health and wellbeing is key priority for us. This is why we build Work Well programs to providing you with peace of mind and give the flexibility in planning and arranging for a better work-life balance. Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us. We at Allianz believe in a diverse and inclusive workforce and are proud to be an equal opportunity employer. We encourage you to bring your whole self to work, no matter where you are from, what you look like, who you love or what you believe in. We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, disability or sexual orientation. Great to have you on board. Let's care for tomorrow. Note: Diversity of minds is an integral part of Allianz’ company culture. One means to achieve diverse teams is a regular rotation of Allianz Executive employees across functions, Allianz entities and geographies. Therefore, the company encourages its employees to have motivation in gaining varied skills from different positions and to collect experiences from across Allianz Group.