Executive Assistant - COG

at  Chubb

This is an exciting opportunity for you to work within the Insurance Industry as an Executive Assistant, providing comprehensive administrative support, as outlined below, to 2 or more executive level managers and wider teams.
Within the role you will be anticipating and considering requirements, whilst ensuring managers are kept up to date and are made aware of any issues. You would react appropriately to each situation and demonstrate flexibility and adaptability through your work and approach.
In this role, you are required to have very strong administrative and organisational skills, along with the ability to build and maintain great working relationships with colleagues at all levels across the business. You will be able to plan and prioritise in both the short and longer-term to ensure the internal and external commitments of your managers are met.

• Diary management – occasionally across differing time zones
• High level of juggling involved to ensure managers ability to prioritise key business issues.
• Regularly set up meetings, conference calls and/or video calls with a mix of both internal & external partners.
• Review diary on a regular basis to establish whether meeting rooms are required. Monitor and book meeting rooms using the on-line system and anticipate / respond to requests for catering.
• Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings.
• Proactively manage in-box
• Prepare itinerary for business trips and co-ordinate key travel requirements, i.e. VISAs.
• Responsible for anticipating and booking hotel, taxi and/or restaurants; responsible for creating and maintaining AMEX profiles for managers.
• Organise business cards for the team and maintain department organisational charts
• Ensure that team calendar is kept up to date and all team holidays and business travel are added.
• Collate, check, reconcile and forward expenses for senior managers; check and monitor expenses for direct reports.
• Maintain record of expenses for area to assist with budget and planning and carry out invoice / purchase order management
• Presentations - Draft and collate presentations in preparation for key business meetings
• Order and maintains stationery for managers and manage all incoming post for the managers.
• Organise team events and conferences
• Responsible for meeting and greeting all external visitors. Proactively manage visitor needs whilst on Chubb premises and provide support at corporate events.
• Provide support as and when required during periods of absence or when peer workload pressures dictate.
• Experience in a similar Executive Assistant role
• Great teammate & relationship building skills: developing networks internally and externally
• Experience in operating and influencing at a senior level as well as being able to communicate and persuade clearly across all levels
• IT proficiency and good written and verbal communication skills
• Proficient in MS Office suite