Administrative Assistant

Chubb•Philadelphia, PA

About The Position

This position requires the ability to handle multiple priorities, anticipate needs, and independently handle tasks and decisions. The ideal candidate must be able to provide personalized and confidential executive assistance with discretion and judgment, display a high degree of professionalism when dealing with key executives and business partners, and be able to work with minimal supervision. The position reports to the Head of Programs and supports Westchester professionals in the Philadelphia office. 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.

Requirements

Ability to handle multiple priorities
Ability to anticipate needs
Ability to independently handle tasks and decisions
Ability to provide personalized and confidential executive assistance with discretion and judgment
Display a high degree of professionalism when dealing with key executives and business partners
Ability to work with minimal supervision

Responsibilities

Participate in planning and provide administrative support for departmental meetings and special events.
Coordinate complex travel arrangements; working with internal contacts to prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation; prepare and process required documentation travel.
Keep up to date on corporate travel policies and travel booking software, e.g., Concur.
Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner.
Arrange meetings and conference calls.
Responds to regularly occurring requests for information.
Maintain a proactive diary of items, including proactive support and follow up on items as needed.
Maintain schedules and calendars.
Coordinate, plan and lead social, volunteer and holiday events.
Create and maintain team distribution lists, org charts, staff listings, etc.
Onboard new hires in the department.
Performs other duties as assigned.