Executive Assistant

7 days ago

Philadelphia, United States Ace American Insurance Full time

Executive Assistant - 13904 DESCRIPTION/RESPONSIBILITIES: Scope 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 * 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 and be the point of contact for assigned client groups * Administer programs, special projects, and/or processes as assigned Qualifications * Highly experienced with international travel requirements and processes * 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. * 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 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. At Chubb, we are committed to equal employment opportunity and compliance with all laws and regulations pertaining to it. Our policy is to provide employment, training, compensation, promotion, and other conditions or opportunities of employment, without regard to race, color, religious creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, medical condition, genetic information, military and veteran status, age, and pregnancy or any other characteristic protected by law. Performance and qual fications are the only basis upon which we hire, assign, promote, compensate, develop and retain employees. Chubb prohibits all unlawful discrimination, harassment and retaliation against any individual who reports discrimination or harassment.

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