Executive Administrative Assistant Job at Chubb in Philadelphia

The Executive Administrative Assistant will report directly to the CFO of Technology, Operations and Transformation and proactively handle a wide range of administrative and executive support-related tasks. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Strong written and verbal communication skills, ability to present options to the CFO to enable decision making and attention to details are equally important.

Responsibilities:

* Provide daily executive administrative support to the CFO Tech, Operations and Transformation, including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar, and arranging travel.

* Monitor email inbox to bring to the forefront emails, documents, etc. that require immediate attention and/or approval

* Coordinate and manage the executive's calendars with an understanding of when to raise items as a priority as well as ensuring materials for meetings are available and accessible in advance of events.

* On a weekly basis, report executives' travel schedule to the Office of the Head of Global Technology, Operations and Transformation as part of the Direct Report Schedule (DRS)

* Management of department level events both business and social, including scheduling and on occasion distributing agendas for each in advance

* Arrange US/international travel and process related travel and expense accounts. Provide executive with the proper documents required for travel.

* Assist in preparing for Quarterly Audit Committee meetings and other executive level meetings.

* Support the administrative assistant.

* Responsible for preparing travel reports and reviewing other expense related reports for approval by the CFO

* Undertake special projects requiring a high degree of confidentiality and accuracy.

* Communicate effectively with senior executives and their assistants as well as internal associates and external clients

* Maintain up-to-date department organization charts.

* Liaise with Real Estate on office space and other related items

* Responsibility as the Emergency Floor Coordinator (as appropriate) including attending meetings, distributing meeting notes to the Tax and Reinsurance Departments, and ensuring the successful implementation of fire and shelter-in-place drills

* Ability to be accessible outside of business hours to address priority or emergency items as needed

* Support other senior finance executives when necessary.