Executive Assistant

2 weeks ago

Columbia, United States CHUBB Full time

Combined Insurance, a Chubb Company, is seeking an Executive Assistant to join our fast-paced, high energy, growing company. We are proud of our tradition of success in the insurance industry of over 100 years. Come join our team of hard-working, talented professionals

The Executive Assistant will proactively handle a wide range of administrative and executive support-related tasks ranging from answering phones, draft and respond to emails, scheduling meetings, managing a complex and busy calendar, process expenses and arranging domestic and international travel. In addition, the incumbent will provide support with building meeting agendas and PowerPoint presentations for both virtual and/or in-person audiences. 

In this role, the Executive Assistant will interact with staff at all levels in a fast-paced environment. Must work well under pressure, remaining flexible, proactive, resourceful, and efficient, and work with a high level of professionalism and confidentiality. 

The successful candidate is analytical by nature, organized, detail-oriented and is an effective and engaging communicator with a wide variety of internal and external parties. The candidate is also able to thrive in a fast-paced environment with minimal supervision.

Responsibilities  

Serve as a gatekeeper for the Zone Vice Presidents providing daily executive administrative support.  Generate financial and sales reports and presentations, coordinating efforts across multiple functions and departments. Lead and/or support special projects requiring a high degree of confidentiality and accuracy. Provide support with creating a departmental budget, including preparation of periodic forecasts and communicating variances to budgets/forecasts. Builds trusted relationships with internal Sales, Field Operations and Development and external Combined partners. Ensures sales senior management meetings are appropriately scheduled and communicated, including logistics.  Manages sensitive and proprietary information with discretion and confidentiality. Coordinates and attends frequent departmental meetings; often providing notes/minutes. Schedule and coordinate logistics for meetings, conferences, and special events (onsite & offsite, including ongoing department meetings and events when the leadership or staff is traveling.  Coordinates and assists in onboarding and supporting future sales personnel. Prepares correspondence and PowerPoint presentations. Creates and maintains Excel spreadsheets. Manages supplies and distributes some promotional items. Executes invoices in conjunction with Finance Department partners.

Competencies 

Problem Solving : Takes an organized and logical approach to thinking through problems and complex issues. Simplifies complexity by breaking down issues into manageable parts. Looks beyond the obvious to get at root causes. Develops insight into problems, issues and situation. Continuous Learning : Demonstrates a desire and capacity to expand expertise, develop new skills and grow professionally. Seeks and takes ownership of opportunities to learn, acquire new knowledge and deepen technical expertise. Takes advantage of formal and informal developmental opportunities. Takes on challenging work assignments that lead to professional growth  Initiative : Willingly does more than is required or expected in the job. Meets objectives on time with minimal supervision. Eager and willing to go the extra mile in terms of time and effort. Is self-motivated and seizes opportunities to make a difference.  Adaptability: Ability to re-direct personal efforts in response to changing circumstances. Is receptive to new ideas and new ways of doing things. Effectively prioritizes according to competing demands and shifting objectives. Can navigate through uncertainty and knows when to change course  Results Orientation : Effectively executes on plans, drives for results and takes accountability for outcomes. Perseveres and does not give up easily in challenging situations. Recognizes and capitalizes on opportunities. Takes full accountability for achieving (or failing to achieve) desired results  Values Orientation : Upholds and models Chubb values and always does the right thing for the company, colleagues and customers. Is direct truthful and trusted by others. Acts as a team player. Acts ethically and maintains a high level of professional integrity. Fosters high collaboration within own team and across the company; constantly acts and thinks “One Chubb” 

Skills

Team Player with a positive attitude who embodies our leadership expectation of optimism. Demonstrated ability to multi-task and work with little supervision to ensure work is completed within deadlines. Excellent written and oral communication skills. Extremely well organized with the ability to prioritize.  Willingness to do "what it takes" to help maintain high level of performance. Ability to foster strong internal and external working relationships. Ability to make sound decisions, use professional judgment and work in a fast-paced environment. Ability to maintain a high level of confidentiality is required. Ability to multi-task efficiently.

Education and Experience 

5-10+ years of executive administrative support experience preferred ideally with VP and above levels of an organization.  Bachelor's or equivalent education and experience required. Project management, event and meeting planning experience is a plus.  Strong aptitude with Microsoft Suite including Outlook, Teams, MS Word, Excel, PowerPoint, ( and PowerBI experience a plus, but not required).

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