Senior Administrative Assistant, NA Marketing & Communications

Chubb•Philadelphia, PA

7d•Onsite

About The Position

Chubb is seeking a Senior Administrative Assistant for the Head of North America Marketing & Communications and the broader NA Marketing & Communications team. The ideal candidate for this position will be polished, professional, and approachable. They will manage a wide range of administrative and executive support-related tasks for the Head of North America Marketing & Communications, including, but not limited to, the administrative logistics of meetings, events and travel. They will be a critical point of contact for requests from various colleagues and internal/external stakeholders. This person will also offer support to the NA Marketing & Communications team on an as-needed basis, particularly in regards to major internal and external events. They will have prior experience supporting senior leaders, possess exceptional organizational skills, demonstrate a strong service orientation, and maintain a professional demeanor while contributing to a positive workplace culture. Success in this role will involve delivering consistent support to multiple stakeholders with customization as time and capacity allow. They will report to the Head of North America Marketing & Communications and will be based in Chubb’s Philadelphia, PA office.

Requirements

8-10 years of experience supporting executives
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Demonstrated initiative and flexibility; forward-looking and able to anticipate next steps and exercise judgment; able to quickly pivot when needed
Ability to work independently with a high degree of self-initiative and organization that can prioritize multiple functions and tasks under tight time constraints
Must be able to identify and resolve problems in a timely manner; operates with a solution mindset
Strong organizational and time management skills, along with excellent verbal and written communication skills
Self-confident and comfortable interacting with all levels within the organization
Ability to maintain privacy with sensitive and confidential information

Nice To Haves

Adobe
Concur
Coupa BuyNow
Some travel required (25%)

Responsibilities

Proactively managing the schedule of the Head of North America Marketing & Communications
Manage travel itineraries, including confirmations
Manage ad hoc requests such as document scanning, mailings, signatures, etc.
Set up and manage meeting spaces for in-person events
Anticipate and troubleshoot technology issues related to meeting connections. Coordinate with IT for trial runs to ensure stable connections
Manage office supply inventory and order supplies
Manage review process for all of the Head of North America Marketing & Communication’s expenses
Monthly reconciliation of statements for corporate credit card, allocating and tracking corporate and personal expenses, identifying unique transactions and fraudulent activity
Oversee the overall North America Marketing & Communications budget
Track expenses
Submit expense reports for the marketing team and review expense allocations
Track, prepare, and submit vendor invoices for disbursement
Facilitate new vendor onboarding within the accounting system
Process event invoices in accordance with company policies and procedures
Assist in Events Vice President and Assistant Vice President meeting planner card reconciliation
Assist with other event-related financial reconciliation
Managing the legal approval of event-related contracts
Scheduling and organizing large event briefing calls, including creating Webex links and distributing invitations via Outlook
Creating shipping labels for various departmental needs
Updating and sending reminders for the North America Master Event Calendar to ensure timely communication and event coordination
Manage giveaway and swag inventory and storage
Managing miscellaneous event accounting tasks
Provide hands-on assistance at events on an as-needed basis
Contribute to special projects as needed