Executive Assistant & Events Co-ordinator

Chubb Ltd.; Madrid; On-site; EUR 45,000 - 65,000; Full time

Job summary

Chubb Ltd. in Madrid seeks an experienced Executive Assistant & Events Co-ordinator to support the Director of Marketing and Communications across the EMEA region.

The role blends high-level calendar management, travel planning, and budget oversight with hands-on event delivery. You will liaise with senior stakeholders, internal teams, and external partners to ensure timely, polished communications and successful events—from client hospitality to industry conferences.

Qualifications

• Proven experience supporting Director-level executives in a multinational setting.
• Demonstrated events coordination track record across conferences, webinars, and hospitality.
• Strong understanding of marketing workflows and brand standards.
• Exceptional diary management and multi-time-zone scheduling capability.
• Advanced English (C1) with strong written communication.

Responsibilities

• Provide comprehensive executive support to the Director of Marketing and Communications EMEA, including complex diary management and travel arrangements.
• Coordinate end-to-end events portfolio—tradeshow, sponsorship, client hospitality, webinars—within budget and on schedule.
• Assist with presentations, reports, and internal communications adhering to brand guidelines.
• Manage Marketing and Communications budget and tracking, flag variances.
• Maintain project trackers, meeting minutes, and filing systems for team efficiency.

Skills

Executive support

Events coordination

Marketing workflows

Organisation

English proficiency

MS Office

Budget management

AI tools

Tools

Swoogo

SharePoint

Microsoft Office

Job description

Executive Assistant & Events Co-ordinator

Madrid, Madrid, Spain

Trending

Job Description

This is a dual-function role that sits at the heart of Chubb's EMEA Marketing and Communications team. You will provide high level executive support to the Director of Marketing and Communications, whilesupportingthe coordination of a diverse portfolio of broker-facing and client events,from concept through to post-event evaluation. Working closely with senior leaders, internal teams, and external partners across multiple geographies, you will make a tangible contribution to how Chubb shows up in the market and how the Director's time and priorities are managed.

If you thrive on variety, take pride in well-executed details, and bring genuine energy to both executive-level support and live event delivery. This role offers real breadth, visibility, and cross-functional exposure across the EMEA region.

Key Responsibilities

Executive Support

• Provide comprehensive executive support to the Director of Marketing and Communications EMEA, including complex diary and calendar management across multiple time zones, international travel and accommodation arrangements, expense management, and professional correspondence on the Director's behalf.
• Serve as the primary point of contact and trusted liaison between the Director and internal teams, senior stakeholders, external partners, agencies, and suppliers — ensuring communication is always timely, professional, and handled with the utmost discretion.
• Support the Director in the production and review of presentations, reports, briefings, and internal communications, maintaining high standards of quality and consistent alignment with Chubb brand guidelines.
• Manage and track the Marketing and Communications budget on behalf of the Director, maintaining accurate financial records, supporting invoice processing, and proactively flagging variances or emerging risks.
• Maintain the team's operational processes and tools — including project trackers, meeting minutes, and filing systems — to ensure team-wide efficiency and visibility.

Events Coordination

• Coordinate and support the end-to-end coordination and delivery of a portfolio of events — including tradeshows, sponsorships, client hospitality, Chubb-owned events, webinars, and team events — ensuring each is delivered on time, within budget, and to a consistently high standard.
• Supportlogistical elements of events: venue research and sourcing, supplier selection and management, contract negotiation (in liaison with procurement and legal as required), invitation management, guest list curation, onsite branding and set-up, and attendee registration.
• Bring forward fresh, considered ideas to events, hospitality formats, and sponsorship activations that elevate Chubb's profile and strengthen stakeholder relationships.

Communications & Operations

• Support internal communications initiatives by coordinating stakeholder involvement, managing internal channels, and ensuring timely and consistent dissemination of information across the region.
• Take ownership of project management tasks and research assignments as directed by the Director, approaching all work with flexibility, discretion, and a proactive mindset.

Qualifications

Required Skills and Experience

• Proven experience as an Executive Assistant supporting Director-level or above in a dynamic environment, ideally within a multinational corporation or financial services organisation.
• Demonstrated experience as an events coordinator, with a track record of delivering well-executed events — from client hospitality and industry conferences to webinars and internal team events.
• Strong understanding of marketing workflows, campaign management processes, and brand standards, developed through direct experience working within or alongside a marketing team.
• Exceptional organisational skills with the ability to manage complex diaries, international travel logistics, and high-volume correspondence simultaneously across multiple time zones.
• Advanced level (C1) in English. Any other European languages are desirable.
• A confident, professional communicator — able to manage relationships across seniority levels, functions, and geographies with equal ease.
• Outstanding written communication skills; capable of producing polished documents, presentations, and correspondence that reflect the organisation's voice and standards.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), together with familiarity with project management and event management tools; hands-on experience with Swoogo and SharePoint is an advantage.
• Experience managing budgets, processing invoices, and maintaining financial records with a high degree of accuracy and attention to detail.
• Comfortable working with AI-assisted tools and digital productivity platforms to enhance output and streamline day-to-day workflows.
• Insurance industry experience is not essential — genuine curiosity about the business and the enthusiasm to absorb relevant knowledge quickly are highly valued.

Our core values—Integrity, Client Focus, Respect, Excellence, and Teamwork—guide how we live and work. We are committed to being an ethical and honest company, fostering mutual trust and respect among our employees, clients, and partners. We strive to create a collaborative and supportive environment where everyone can perform at their best.

Chubb is an equal opportunity employer andis required tocomply with equal employment opportunity legislation in eachjurisdiction itoperates. We ensure our recruitment process is inclusive and accessible. If you require reasonable adjustments, please let us know in your application or during discussions with our recruiters

Job Info

• Job Identification 37931
• Job Schedule Full time
• Regular or Temporary Regular
• Job Category Administrative Assistance
• Business Unit Spain
• Legal Employer Chubb European Group SE Spanish Branch