Executive Assistant & Marketing Coordinator

Chubblifefund; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

CHUBB seeks an Executive Assistant & Marketing Coordinator to support three senior leaders, manage diaries across time zones, arrange travel, and handle expense processing. You will also coordinate guest management for major events and support the Marketing & Communications team in various activities.

The role requires a proactive, discreet professional who thrives in a fast-paced international environment and can balance complex priorities with calm confidence.

Qualifications

• Experience in high-level executive support and calendar management.
• Ability to handle confidential information with discretion.
• Strong stakeholder coordination and communication skills.

Responsibilities

• Provide proactive executive support to three senior leaders with diary and travel management.
• Coordinate meetings, travel, visa apps and expense processing using Concur.
• Maintain records and support internal/external communications and event activities.

Skills

Diary management

Travel coordination

Expense management

Event support

Stakeholder communication

Tools

Concur

Job description

Role Summary

This is a high-impact Executive Assistant & Marketing Coordinator role supporting the Head of Marketing & Communications and two other senior leaders with executive coordination, diary and travel management, and expense administration. The role will also support the Marketing & Communications team with guest management for major events, including the Australian Open, and other marketing activities as required.

The role will suit a highly capable and proactive professional who thrives in a fast-paced environment, anticipates needs before they arise and brings energy, judgement and initiative to everything they do. You will be a trusted member of the team, known for your professionalism, discretion and ability to manage complex priorities with calm confidence.

This is an excellent opportunity for someone who enjoys being part of an international team, takes pride in delivering an exceptional standard of support, and is motivated by going above and beyond.

Key Responsibilities

Executive Support

• Provide proactive, high-level executive support to three senior leaders, including complex diary management across multiple time zones
• Coordinate meetings, travel arrangements, visa applications and expense administration using Concur
• Manage competing priorities with sound judgement, ensuring leaders are well prepared and supported at all times
• Coordinate internal and external meetings, ensuring logistics are handled seamlessly and professionally
• Track actions, deadlines and follow-ups on behalf of senior leaders to ensure commitments are delivered
• Handle confidential and sensitive information with the highest level of discretion
• Support stakeholder communication and executive-level coordination with professionalism and confidence

Marketing & Communications Support

• Chubb is the official insurance partner of the Australian Open and hosts guests from around the region at this event in January each year. The Marketing & Communications team also delivers other key business and internal events throughout the year and your support will be required on these activities, including coordinating guest management and associated processes for external events targeting senior partners and clients, invitation management for employee town halls, and event analysis as required. Support on other activities may also be required from time to time.
• Anticipate issues, solve problems quickly and adapt plans as needed to deliver seamlessly
• Provide support with a strong focus on quality, detail and stakeholder experience
• Build strong working relationships with internal teams and external providers to ensure smooth execution from planning through to delivery

General Administration

• Maintain accurate records, files and documentation
• Liaise professionally with internal teams and external providers
• Contribute ideas to improve processes and support broader office coordination as neededTake ownership of administrative tasks with a strong sense of accountability and follow-through