Administrative Assistant

21 hours ago

Chicago, United States Chubb Full time

The Administrative Assistant position provides executive-level support to the SVP, WC and TPA Management Claims Lead. This role is a pivotal position, which assists the team in meeting its key business goals. This person will be expected to effectively handle daily logistical operations of the WC/TPA Management Discipline by interacting and engaging closely with the broader leadership team, employees, and business partners to identify any issues and provide valuable solutions on behalf of the discipline and its management team. Someone who thrives in this role will take the information they gain from their day-to-day duties and relay any important details to the WC/TPA Management Discipline Claims Lead to keep them involved in the daily happenings of the broader team. This role requires a highly skilled individual who is self-driven, able to problem solve, prioritize, as well as manage a complex and evolving calendar, travel schedule, meeting schedule and collaborate across our organization. The ideal candidate must be able to provide personalized and confidential administrative assistance with discretion and judgment and with minimal supervision. The role requires a high level of professionalism when dealing with key executives and business partners which includes managing relationships at all levels of the organization along with expertise in time management skills, accessibility, responsiveness, flexibility, and collaboration.

Responsibilities:

* Under limited supervision, performs a variety of administrative and business support duties [of a highly confidential nature], frequently interacting with adjacent supporting roles and other senior leaders.
* Provide all aspects of support to the WC/TPA Management Claims Lead.
* Create, edit, format/design and quality-check presentations, reporting, internal and external communications on behalf of Regional Claims.
* Implement and manage initiatives and programs; and ensure timely and effective communication, as well coordinate these decisions and efforts to the broader leadership team and applicable stakeholders.
* Coordinate and manage all logistics related to onsite and offsite meetings and events coordinated by Regional Claims.
* Organize schedules, and prepare meetings (agenda, PowerPoint decks) when involving numerous participants. Includes hosting conference calls, WebEx, managing technology to support events, preparation, and distribution of materials.
* Significant calendar management, gatekeeping, and meeting logistics.
* Coordinate travel logistics: prepare detailed travel itineraries, coordinate flights, accommodations, dining, and ground transportation.
* Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner.
* Maintain various department lists/documents/reports, org charts, etc.
* Review and respond to emails, filing and forwarding as appropriate.
* Create and distribute management reports from various claim and data systems using Excel and other data management tools.
* Order office supplies.
* Manage the end-to-end onboarding process for WC/TPA Management Claims including, but not limited to securing user ID, hardware/software/application access requests, facility/security, workstation, equipment/phone, office supplies etc.
* Assist with the resolution of logistical issues in absence of manager, leadership team, and/or other support partners.
* Participate in and provide administrative support on special projects and events and reporting.
* Provide customer service to internal and external customers and employees.

Qualifications:

* At least 5 years of demonstrated competence in senior administrative function.
* Perform administrative analyses which require a considerable degree of independent decision making.
* Superior organizational and time management skills, including demonstrated ability to effectively multi-task, independently prioritize work in a high-volume environment, meet deadlines, and exercise excellent decision-making skills.
* Ability to work well under pressure with accuracy and perfection.
* Strong written and verbal communication skills and proven ability to build relationships internally and externally.
* Advanced proficiency in the Microsoft Office, including but not limited to Word, PowerPoint, Excel, Outlook, Teams, OneDrive, etc., and able to leverage such proficiency to support Regional Claims with respect to reporting/strategy presentation creation, editing, enhancement, etc.
* Ability to quickly learn and become proficient in the use of additional Chubb systems, as needed to support Regional Claims (i.e., CBC database, Medallia, Tracker, RCE Escalation Tracker, ClaimVision, Care, Connect, etc.)
* Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses.
* Strong interpersonal skills and the ability to communicate with all levels of the organization.
* Ability to exercise discretion and handle confidential information appropriately.

Education:

* College degree or equivalent work experience required

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