Manager, Finance Administration

Chubb External; Philadelphia (Philadelphia County); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Chubb External is seeking a hybrid role that blends corporate office administration with high-level support for the Board of Directors Audit Committee. You will collaborate with the Chief Accounting Officer and AVP, Finance and Operations to ensure smooth office operations and confidential handling of committee materials.

Responsibilities include document preparation, scheduling, travel support, and contributing to governance processes, with opportunities to support initiatives and continuous

Qualifications

• Experience supporting executives or board committees.
• Ability to manage confidential information with discretion.
• Strong organizational and communication skills.

Responsibilities

• Serve as primary contact for office admin needs and maintain a professional workplace.
• Track staff transitions and maintain org charts and team lists.
• Coordinate onboarding tasks and discreet administrative workflows.
• Provide calendar management, travel coordination, expense processing, and meetings support.
• Support business continuity planning and assist with the global survey.
• Audit Committee: prepare and format Board documents and distribute meeting packets.
• Assist with agendas, deadlines, and follow-ups for committee meetings.

Skills

Office administration

Calendar management

Document handling

Communication

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.