Manager, Finance Administration

Chubb; Philadelphia (Philadelphia County); Hybrid; USD 58,000 - 78,000; Full time

Job summary

Chubb is seeking a versatile office administrator to support corporate office operations and provide high-level assistance to the Board of Directors Audit Committee. You will work closely with the CAO and AVP, Finance and Operations to maintain a professional, discreet environment and manage confidential committee materials.

The role requires experience in executive support, strong organizational skills, and the ability to handle multiple priorities with independence.

Qualifications

• Bachelor’s degree in Business or related field; legal certificates also considered.
• 5+ years of relevant experience in a corporate office environment providing direct support to managers.
• Proven experience in office administration or executive support roles.
• Ability to multitask with a high attention to detail.
• Proficient in Microsoft Office Suite (O365); advanced Excel skills. Experience with workflow automation tools is advantageous.

Responsibilities

• Serve as the primary point of contact for all office administrative needs; maintain a welcoming, organized workplace.
• Track staff transitions and maintain up-to-date team documents, including org charts.
• Support departmental initiatives, such as lunch-and-learn sessions and outreach events.
• Coordinate calendar management, travel, expense processing, and document preparation.
• Prepare, format, and assemble Board/Committee documents and meeting materials.
• Distribute meeting packets to Directors and committee members on time.
• Follow up with contributors to ensure timely delivery of materials.
• Support committee meetings and capture action items as needed.
• Liaise with executive leadership to update agendas and foster follow-ups; understand governance processes.

Skills

Office administration

Attention to detail

Multitasking

Discretion with confidential info

Communication skills

Education

Bachelor’s degree in Business

Legal certificates considered

Tools

Microsoft Office 365

Diligent

Boardvantage

Job description

Job Description

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.

Qualifications

• Bachelor’s degree in Business or a related field; legal certificates also considered.
• 5+ years of relevant experience in a corporate office environment providing direct support to managers.
• Proven experience in office administration or executive support roles.
• Ability to multitask with a high attention to detail.
• Proficient in Microsoft Office Suite (O365); advanced Excel skills. Experience with workflow automation tools is advantageous.
• Discretion in handling confidential information.
• Self‑starter with the ability to work independently and as part of a team.
• Strong organizational and communication skills, with the ability to draft clear, concise correspondence.
• A proactive, can‑do attitude with the ability and willingness to take on new challenges across a wide range of administrative and operational matters. This includes managing multiple priorities, working independently, exercising sound judgment, and maintaining accuracy in an often demanding environment.

Preferred Skillset

• Experience with Board portal software (e.g., Diligent, Boardvantage).
• Prior experience in a corporate or professional services environment.
• Prior experience as a Paralegal/legal support a plus.
• Experience supporting Board or committee activities is a plus.

Equity & Inclusion Statement

At Chubb, we are committed to equal employment opportunity and compliance with all laws and regulations pertaining to it. Our policy is to provide employment, training, compensation, promotion, and other conditions or opportunities of employment, without regard to race, color, religious creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, medical condition, genetic information, military and veteran status, age, and pregnancy or any other characteristic protected by law. Performance and qualifications are the only basis upon which we hire, assign, promote, compensate, develop and retain employees. Chubb prohibits all unlawful discrimination, harassment and retaliation against any individual who reports discrimination or harassment.