Manager, Finance Administration

Chubb Insurance Hong Kong; Philadelphia (Philadelphia County); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Chubb is seeking a versatile corporate office administrator who will blend general office duties with 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 keep operations smooth and manage confidential committee materials.

In this hybrid role, you’ll coordinate calendars, prepare meeting materials, track staff transitions, support onboarding, and help execute strategic initiatives while

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.

Responsibilities

• Serve as the primary point of contact for all office administrative needs, and help maintain an efficient, welcoming, and well-organized professional workplace.
• 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.
• 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.

Skills

Microsoft Office Suite

Excel advanced

Confidential information handling

Organizational skills

Communication skills

Multitasking

Independent work

Team collaboration

Board portal software (Diligent/Boardv

Education

Bachelor’s degree in Business or related field

Tools

Workflow automation tools

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.

About Us

Chubb is a world leader in insurance. With operations in 54 countries, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance, and life insurance to a diverse group of clients. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.

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.

Job Info

• Job Identification 34297
• Job Schedule Full time
• Regular or Temporary Regular
• Job Category General Admin Services
• Business Unit United States
• Legal Employer ACE American Insurance Company