Executive Assistant

Alstom Gruppe; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

Chubb is seeking an experienced Executive Assistant to support our executive team in Sydney. The role involves diary management, travel coordination, minute taking, and preparing reports and presentations using the full Microsoft Office suite.

The successful candidate will have a background as an executive or administration assistant, with strong problem-solving skills and attention to detail. Responsibilities include handling phone calls, filing, preparing for meetings, recording minutes,

Qualifications

• 5–10 years’ experience supporting senior management or executive leaders.
• Strong interpersonal, communication and negotiation skills.
• Ability to work autonomously and manage competing priorities with discretion.
• Strong organisational and administrative skills with excellent attention to detail.
• Confidence liaising with senior executives and working under pressure.
• Proficiency in Microsoft Word, Excel and PowerPoint.

Responsibilities

• Provide proactive executive support, including diary management, meeting coordination, travel arrangements and daily scheduling.
• Manage emails, correspondence, reports and presentations with a high level of accuracy and confidentiality.
• Keep leaders on track by monitoring deadlines, preparing documentation and ensuring key tasks are actioned in a timely way.
• Coordinate internal and external meetings, business functions, conferences and stakeholder engagements.
• Respond to enquiries from internal and external stakeholders, escalating matters appropriately and exercising sound judgement when required.
• Support expense processing, leave administration and other general office duties.
• Maintain organised filing systems and ensure information is kept up to date and accessible.

Skills

Executive support

Interpersonal skills

Communication

Negotiation

MS Office proficiency

Tools

MS Office Suite

Word

Excel

PowerPoint

Email management

Job description

• What Executive Assistant Jobs are in Sydney

Job Description

We are looking for a new executive assistant to support our executive team. You will manage mostly business related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.

Preparing financial statements, reports, memos, invoices letters, and other documents.

Answering phones and routing calls to the correct person or taking messages.

Filing and retrieving corporate records, documents, and reports.

Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.

Helping prepare for meetings.

Accurately recording minutes from meetings.

Greeting visitors and deciding if they should be able to meet with executives.

Using various software, including word processing, spreadsheets, databases, and presentation software.

Reading and analyzing incoming memos, submissions, and distributing them as needed.

Making travel arrangements for executives.

Performing office duties that include ordering supplies and managing a records database.

Experience as a virtual assistant.

Opening, sorting and distributing incoming faxes, emails, and other correspondence.

This Executive Assistant role provides high-level administrative and day‑to‑day support to ensure the smooth and efficient running of the office and support for senior leaders.

You’ll play a key role in keeping priorities on track, managing confidential information with discretion, and ensuring deadlines, meetings and commitments are well coordinated. This is a fast‑paced role that requires strong judgement, professionalism and the ability to work autonomously while building trusted relationships across the business.

In this role, you will:

• Provide proactive executive support, including diary management, meeting coordination, travel arrangements and daily scheduling
• Manage emails, correspondence, reports and presentations with a high level of accuracy and confidentiality
• Keep leaders on track by monitoring deadlines, preparing documentation and ensuring key tasks are actioned in a timely way
• Coordinate internal and external meetings, business functions, conferences and stakeholder engagements
• Respond to enquiries from internal and external stakeholders, escalating matters appropriately and exercising sound judgement when required
• Support expense processing, leave administration and other general office duties
• Maintain organised filing systems and ensure information is kept up to date and accessible

Description

About the role

This Executive Assistant role provides high-level administrative and day‑to‑day support to ensure the smooth and efficient running of the office and support for senior leaders.

You’ll play a key role in keeping priorities on track, managing confidential information with discretion, and ensuring deadlines, meetings and commitments are well coordinated. This is a fast‑paced role that requires strong judgement, professionalism and the ability to work autonomously while building trusted relationships across the business.

In this role, you will:

• Provide proactive executive support, including diary management, meeting coordination, travel arrangements and daily scheduling
• Manage emails, correspondence, reports and presentations with a high level of accuracy and confidentiality
• Keep leaders on track by monitoring deadlines, preparing documentation and ensuring key tasks are actioned in a timely way
• Coordinate internal and external meetings, business functions, conferences and stakeholder engagements
• Respond to enquiries from internal and external stakeholders, escalating matters appropriately and exercising sound judgement when required
• Support expense processing, leave administration and other general office duties
• Maintain organised filing systems and ensure information is kept up to date and accessible

Qualifications

What you’ll bring to the role

• 5–10 years’ experience supporting senior management or executive leaders
• Strong interpersonal, communication and negotiation skills
• The ability to work autonomously, use initiative and manage competing priorities with discretion
• Strong organisational and administrative skills, with excellent attention to detail
• Confidence liaising with senior executives and working under pressure
• Proficiency in Microsoft Word, Excel and PowerPoint
• A proactive, flexible and professional approach

Why Chubb?

Chubb celebrates diversity by fostering an inclusive, flexible and equitable workplace. We support applications from all members of our community and equitable access to our employment opportunities. We are open to discussing workplace flexibility in all our vacancies, to ensure we can attract the best candidates and accommodate individual needs, differences, disabilities and working arrangements. Please let us know if you require any adjustments to the recruitment process so we can support you to present your best self.

Chubb is a world leader in insurance. With operations in 54 countries and territories, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients. As an underwriting company, we assess, assume and manage risk with insight and discipline. We service and pay our claims fairly and promptly. The company is also defined by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength and local operations globally. Parent company Chubb Limited is listed on the New York Stock Exchange(NYSE: CB) and is a component of the S&P 500 index. Chubb maintains executive offices in Zurich, New York, London, Paris and other locations, and employs approximately 40,000 people worldwide.

Chubb is committed to equal employment and celebrates individual differences by creating a workplace environment in which everyone feels welcomed, respected and valued. We offer you the opportunity to work as part of a dynamic and agile environment where continuous development is encouraged throughout your career, both locally and globally. Some additional benefits offered include a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day every Friday, promotion of health and wellbeing (including discounted health insurance, daily breakfast and fresh fruit), and the option to enrol into the Chubb Limited discounted stock purchasing scheme.

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