Manager, Finance Administration

Chubblifefund; Philadelphia (Philadelphia County); On-site; USD 45,000 - 70,000; Full time

Job summary

Chubblifefund in Philadelphia is looking for an individual to handle corporate office administration and support for the Board of Directors Audit Committee. This hybrid role will involve managing office operations, providing administrative support, and coordinating with executives.

The ideal candidate will have strong organizational skills, the ability to manage confidential materials, and experience in office administration. This position includes various responsibilities to ensure a smooth workflow in a professional environment.

Qualifications

• Ability to manage confidential materials and communicate with executives.
• Strong organizational and multitasking skills.
• Experience in office administration and support.

Responsibilities

• Serve as the primary point of contact for office administration needs.
• Assist in preparing and formatting Board and Committee documents.
• Coordinate scheduling and logistics for the Audit Committee meetings.

Skills

Office administration

Calendar management

Event planning

Document preparation

Communication skills

Job description

Overview

Seeking a broad spectrum of responsibilities in your position? This hybrid role combines corporate office administration with additional high-level support for the Board of Directors Audit Committee. You will work closely with the Chief Accounting Officer and AVP, Finance and Operations to ensure smooth office operations and manage confidential committee materials.

Responsibilities

General Office Administration

• Serve as the primary point of contact for all office administrative needs, and help maintain an efficient, welcoming, and well-organized professional workplace. The role includes training and guiding managers through various onboarding tasks. This role supports day-to-day office operations while also coordinating key administrative workflows that require discretion, accuracy, and strong follow-through.
• Track staff transitions and maintain up-to-date team documents, including organizational charts and team lists.
• Support departmental community initiatives, such as lunch-and-learn sessions, outreach events, and team mixers.
• As needed:
  • Provide administrative support, including calendar management, meeting scheduling, travel coordination, expense processing, document preparation, and office supply management.
  • Coordinate with executives and management for complex scheduling, confidential communications, event planning, and execution of strategic initiatives, while fostering a positive office environment.
• Support business continuity planning efforts - participating and contributing to planning in support of organizational resilience.
• Opportunity to contribute to various business initiatives and projects; includes managing a twice annual global survey.

Audit Committee Support

• Assist in preparing, formatting, and assembling Board and Committee documents and meeting materials.
• Assist in ensuring timely distribution of meeting packets to Directors, committee members, executives, and presenters, whether in digital or physical format.
• Assist in setting and tracking deadlines, following up with executive-level contributors to ensure timely delivery of materials.
• May be asked to provide occasional administrative support during committee meetings (virtual or in-person), including capturing relevant action items.
• Participate as a member of the committee support team, gaining insight into committee operations, researching past meeting materials, and recommending process improvements.
• Assist as liaison with executive leadership, updating agendas, committee documents and prompting follow-ups on action items.
• Demonstrate familiarity or experience with legal document management, regulatory compliance, or corporate governance.