Executive Assistant/Marketing Assistant, Western Region

Chubb; Vancouver; On-site; CAD 45,000 - 65,000; Full time

Job summary

Chubb is seeking an Executive Assistant to provide day-to-day administrative support to the Branch Manager(s) in the western region. The role is on-site in Vancouver or Calgary, with responsibilities spanning executive administration, broker administration, event planning, and general office coordination.

Responsibilities include calendar and meeting management, travel and expense coordination, filing, and cross-department collaboration.

Qualifications

• Experience providing executive assistant support to branch managers.
• Strong calendar management and meeting coordination skills.
• Ability to coordinate travel, lodging and related arrangements.

Responsibilities

• Provide executive assistant support to Branch Manager(s), as needed.
• Follow up on urgent matters and manage meeting logistics (rooms, catering, tech).
• Prepare meeting materials and distribute minutes as required.
• Maintain filing systems, arrange travel and hotel/transport, manage expenses.
• Assist with site security, facility maintenance, and safety/compliance tasks.
• Coordinate events, budgets, invoices, and vendor communications.
• Support broker and branch administration tasks, including education credits and donor initiatives.

Skills

Executive support

Calendar management

Travel coordination

Event planning

Budget tracking

Job description

Reporting to: Branch Managers in Calgary and Vancouver

Location: Vancouver or Calgary

Chubb is a world leader in insurance. With operations in 54 countries, 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. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.

KEY OBJECTIVE:

The Executive Assistant is responsible for providing day-to-day administrative support to the Branch Manager(s) in the western region.Responsibilities include assisting with producer management, broker administration, event planning, administrative support, and executive assistance. This individual will be able to operate in a fast-paced environment and coordinate across numerous departments at Chubb Insurance Company of Canada, providing excellentcustomer service toboth internal and externalstakeholders.Reporting to the Branch Manager(s), this role is required to be on-site in the Vancouver or Calgary office, on a general basis, to respond to in-person needs and events.

MAJOR RESPONSIBILITIES:

Executive Administration

• Provide executive assistant support to the Branch Manager(s), as needed;

• Follow up on suspended items and bring urgent matters to the executives' attention;

• Regularly set up and ensure effective operation of meetings, conference calls and/or video calls with a mix of both internal & external partners, including managing of the events and potentially minute taking;

• Review calendar on a regular basis to establish whether meeting rooms are required, including booking and associated meeting management (catering, technology, attendance responses, material preparation);

• Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings;

• Responsible for anticipating and booking hotel, transportation and/or restaurants; responsible for creating and maintaining AMEX profiles;

• Collate, check, reconcile and forward expenses for senior managers;

• Organize and maintain physical and digital filing systems that are easy to understand;

• Assist with business continuity planning and other special projects, as assigned;

• Perform Site Security Self-Assessment with GSOC as well as participate on the Site Incident Management Team;

• Liaise with building security on pass cards and visitor access ;

• Responsible for the maintenance of the Chubb pool car(s) including tire and oil changes;

• Maintain account with Impark regarding reserved parking spots;

• Administer accreditation process for continued education credits;

• Day-to-day operation of the branch including office supply orders, mail/courier, reception calls/voicemails and fax inbox;

• Set up desks and phones for new hires;

• Facilitate any repairs and maintenance, as required;

• Coordinate annual inspection on backflow water cooler device (required by City of Vancouver) and fire extinguisher inspections (required by landlord);

• Hockey Ticket distribution;

• Keep branch distribution lists updated;

• Facilitate IT projects, as required;

• Periodic travel to the other branch, as required.

Marketing Administration

• Administer broker codes and producer information, including updates and tracking including broker code clean-up project which is currently underway by Producer Services Team in US;

• Maintain e-broker files for all producers;

• Manage branch calendar including events and branch visitation;

• Manage Producer Comp, including agreement maintenance, filing CPC statements, preparing broker owner reports, payments, tracking;

• Agency Planning support, including preparing agency planning documents/presentations and coordinating with underwriters for inputs;

• Provide support for broker and branch events;

• Input and reconcile branch budget and track monthly expenses to plan;

• Manage ordering and inventory of promotional items;

• Compile financial and business data for meetings and presentations;

• Tracker / Pro V resource and training for new underwriters;

• Process invoices and track expenses;

• Plan and support various events, including managing RSVPs and distribution lists;

• Coordinate agency education partnership and continuing education credits for brokers;

• Provide support for Chubb Charity Challenge and CARE initiatives;

• Organize team events and conferences and provide support at corporate and branch events, as needed.