This role provides high level executive administrative support to the assigned executive(s) for Chubb.  It requires a highly skilled individual who can manage a complex and evolving calendar, global travel schedule and collaborate across global regions.  The ideal candidate would 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 assigned leader(s) are aware of priority issues of impact Coordinate complex travel arrangements including international travel; working with global contacts to prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation; prepare and process required documentation for international travel Coordinate and manage all logistics related to team workshops, conferences and other activities (and occasionally attend) for the Senior Leadership Team (currently consisting of 6 Senior Leaders) 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 Organize agenda for Group Risk and Underwriting Committee (members include CEO, COO and Executive Committee), follow up with team owners for individual agenda items, manage version control, organize all agenda items into a book and distribute to the committee on time with high quality Propose quarterly agenda for Chubb Ltd Board Risk and Finance Committee based on annual agenda topics, gather feedback from legal, Chubb Asset Management and Treasury, organize agenda meeting with Risk and Finance lead director and Chubb employees to finalize agenda.  Remind agenda item owners when materials are due for Legal and CEO sign off and package materials for distribution to the Board.      Liaise with Corporate Secretary on Board responsibilities.  Work with Board Audit committee admin for joint meeting and dinner.  Organize annual training day agenda and dinner for Risk and Finance committee, following up for materials, manage version control, package materials for distribution.  Ensure presenters are scheduled and if not in person arrange for remote presentations. Organize team in person meetings such as annual ERM summit and bi-annual Cat conference. Plan and schedule quarterly team webex, organize agenda, schedule the meeting, gather materials and drive the presentation during the webex meeting. Create, curate, maintain and manage access to a team file sharing site 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 and be the point of contact for assigned client groups Administer programs, special projects, and/or processes as assigned Highly experienced with international travel requirements and processesAt least 5 years of demonstrated competence in senior administrative functionHigh degree of professionalism and dependability and a demonstrated ability to handle confidential information and work in a fast-paced environment.Effective interpersonal skills; capable of working with all levels of office personnel in a corporate setting and polished executive presence.Excellent working knowledge of PC and various Microsoft software programs including Outlook, SharePoint, Word, Excel, and PowerPoint; ability to create documents, presentations, and reports with minimal direction.Proficient with current office technologies (e.g., Webex) 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 preferred.