What are the responsibilities and job description for the Executive Assistant position at Chubb External?
Executive Assistant
Scope
This role provides high level executive administrative support to multiple senior Claim Executives. It requires a highly skilled individual who can manage complex and evolving calendars, travel schedules and collaborate across our highly matrixed organization. The ideal candidate will be high energy, highly confidential, polished, and able to build and manage relationships at all levels of the organization. The role requires expert time management skills, accessibility, responsiveness and flexibility in collaborating across time zones and departments. The candidate must possess the desire to thrive in a fast-paced environment and be a team player. The position interfaces with internal contacts across the global organization as well as a diverse group of co-workers, external contacts and vendors.
Responsibilities
- Heavy calendar management, gatekeeping and meeting logistics. Proactively manages the schedule ensuring that the senior Claim Executives are aware of priority issues of impact
- Coordinate travel arrangements including international and domestic travel; working with contacts to prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation; prepare and process required documentation for travel
- Coordinate and manage all logistics related onsite and offsite meetings and events hosted by the senior Claims Executives.
- Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner
- Perform administrative analyses which require a considerable degree of independent decision making
- Create, edit and proofread correspondence, formal communications and presentations
- Create and maintain team distribution lists, org charts, staff listings, etc
- Review and respond to emails, filing and forwarding as appropriate
- Screen phone calls and visitors
- Administer programs, special projects, and/or processes as assigned
Preferred Qualifications
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- At least 5 years of demonstrated competence in senior administrative function
- High degree of professionalism and dependability and a demonstrated ability to handle confidential information and work in a fast-paced environment.
- Strong collaborator with effective interpersonal skills; capable of working with all levels of office personnel in a corporate setting and polished executive presence.
- Excellent knowledge of PC and various Microsoft software programs including Outlook, SharePoint, Word, Excel, and PowerPoint; ability to create documents and reports with minimal direction.
- Proficient with current office technologies and early adopter of new technology.
- Ability to quickly gain a thorough understanding of the organization, role and objectives of the department, personnel and policies.
- Excellent customer service skills.
- Strong verbal and written communication skills.
- Quick learner and Self-starter with willingness to take initiative.
- Demonstrated ability to think and work independently with limited supervision.
- Proven ability in planning, prioritizing, and organizing diverse workload.
- Associates or Bachelor’s Degree a plus.
- Travel: <10% to other office locations and in support of offsite events as needed
Salary : $73,400 - $92,900