Senior Administrative Assistant

Chubb; Philadelphia (Philadelphia County); On-site; USD 50,000 - 75,000; Full time

Job summary

Chubb is seeking a Senior Administrative Assistant to provide comprehensive support to its Senior Executives in Philadelphia. Responsibilities include managing calendars, arranging travel, and drafting communications. Ideal candidates will possess superior organizational and communication skills, and expertise in Microsoft Office, while demonstrating professionalism in a fast-paced environment.

Qualifications

• Prior work experience as an Executive Assistant or Administrative Assistant.
• Excellent Microsoft Office skills.
• Strong organizational skills and ability to multitask.

Responsibilities

• Provide daily executive administrative support to Senior Executive(s).
• Arrange domestic and international travel and accommodations.
• Draft and review communications on behalf of executives.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Attention to detail

Tools

Microsoft Office

Job description

We are looking for a Senior Administrative Assistant to proactively perform a full range of administrative tasks and support the company’s Senior Executives.

The Senior Administrative Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. The ability to interact with staff (at all levels) in a fast-paced environment, under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

This is a full-time position that reports directly to the Chief Reinsurance Officer located in our Philadelphia, PA office.

Responsibilities:

• Provide daily executive administrative support toSenior Executive(s) including answering phones, drafting, and responding to emails, scheduling meetings, managing the calendar, and arranging travel
• Act as the point of contact among executives, employees, clients and other external partners
• Coordinate and manageSenior Executive(s) calendar with an understanding of when to raise items as a priority as well as ensuring materials for meetings are available and accessible in advance of events
• Arrange domestic (US) and international travel, accommodations and process related travel and expense accounts. Provide Senior executives with the proper documents required for travel
• Communicate effectively with senior executives and their assistants as well as internal associates and external clients
• Managing the executive’s calendar, including booking appointments and prioritizing the most sensitive matters
• Draft, review and send internal/external communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Prepare PowerPoint presentations
• Support the organization and execution of off-site team meetings
• Undertake special projects requiring a high degree of confidentiality and accuracy

Qualifications

Qualifications and Required Skills:

• Prior work experience as an Executive Assistant or Administrative Assistant
• Experience handling incoming and outgoing phone calls, emails, and correspondence for senior leaders
• Experience organizing the executive’s daily schedule and meetings, including booking meeting rooms as required
• Experience in writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Excellent Microsoft Office skills, including Work, Excel, and PowerPoint
• Excellent verbal and written communications skills
• Outstanding organizational and time management skills
• Strong attention to detail with the ability to multitask as needed
• Strong interpersonal skills
• Ability to work on-site in the Philadelphia, PA office
• Ability to be accessible outside of business hours to address priority or emergency items as needed