Senior Administrative Assistant, NA Marketing & Communications

Chubb is seeking a Senior Administrative Assistant for the Head of North America Marketing & Communications and the broader NA Marketing & Communications team.

The ideal candidate for this position will be polished, professional, and approachable. They will manage a wide range of administrative and executive support-related tasks for the Head of North America Marketing & Communications, including, but not limited to, the administrative logistics of meetings, events and travel. They will be a critical point of contact for requests from various colleagues and internal/external stakeholders. This person will also offer support to the NA Marketing & Communications team on an as-needed basis, particularly in regards to major internal and external events.

They will have prior experience supporting senior leaders, possess exceptional organizational skills, demonstrate a strong service orientation, and maintain a professional demeanor while contributing to a positive workplace culture. Success in this role will involve delivering consistent support to multiple stakeholders with customization as time and capacity allow.

They will report to the Head of North America Marketing & Communications and will be based in Chubb’s Philadelphia, PA office.

Responsibilities

General:

• Proactively managing the schedule of the Head of North America Marketing & Communications
  • Manage travel itineraries, including confirmations
• Manage ad hoc requests such as document scanning, mailings, signatures, etc.
• Set up and manage meeting spaces for in-person events
  • Anticipate and troubleshoot technology issues related to meeting connections. Coordinate with IT for trial runs to ensure stable connections
• Manage office supply inventory and order supplies

Expense Management:

• Manage review process for all of the Head of North America Marketing & Communication’s expenses
  • Monthly reconciliation of statements for corporate credit card, allocating and tracking corporate and personal expenses, identifying unique transactions and fraudulent activity
• Oversee the overall North America Marketing & Communications budget
  • Track expenses
  • Submit expense reports for the marketing team and review expense allocations
  • Track, prepare, and submit vendor invoices for disbursement
  • Facilitate new vendor onboarding within the accounting system

Events:

• Process event invoices in accordance with company policies and procedures
• Assist in Events Vice President and Assistant Vice President meeting planner card reconciliation
• Assist with other event-related financial reconciliation
• Managing the legal approval of event-related contracts
• Scheduling and organizing large event briefing calls, including creating Webex links and distributing invitations via Outlook
• Creating shipping labels for various departmental needs
• Updating and sending reminders for the North America Master Event Calendar to ensure timely communication and event coordination
• Manage giveaway and swag inventory and storage
• Managing miscellaneous event accounting tasks
• Provide hands-on assistance at events on an as-needed basis

Other:

• Contribute to special projects as needed

• 8-10 years of experience supporting executives
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Preferred: Adobe, Concur, Coupa BuyNow
• Some travel required (25%)
• Demonstrated initiative and flexibility; forward-looking and able to anticipate next steps and exercise judgment; able to quickly pivot when needed
• Ability to work independently with a high degree of self-initiative and organization that can prioritize multiple functions and tasks under tight time constraints
• Must be able to identify and resolve problems in a timely manner; operates with a solution mindset
• Strong organizational and time management skills, along with excellent verbal and written communication skills
• Self-confident and comfortable interacting with all levels within the organization

• Ability to maintain privacy with sensitive and confidential information