Administrative Assistant

Job Title

This position requires the ability to handle multiple priorities, anticipate needs, and independently handle tasks and decisions, working closely with administrative and marketing team. 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 branch manager.

Responsibilities

• Support both Walnut Creek Branch Manager and Pacific North Regional Executive Officer.
• Participate in planning and provide administrative support for departmental meetings and special events
• Create effective PowerPoint and other presentations, as needed
• Schedule and coordinate travel arrangements. Keep up-to-date on corporate travel policies and travel booking software, e.g., Concur
• Prepare, submit, and track expense reports, as well as assist with data input and report generation
• 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
• Responsible for maintaining reporting, administrative & marketing support systems accurately and comprehensively
• Proficient user of MIS, CMR and other financial reporting tools
• Coordinate, plan and lead branch social, volunteer and holiday events
• Responsible for supporting Chubb facilities team and local building management with in-suite janitorial and other maintenance concerns
• Supports new employee onboarding for in-suite lockers, building badges, and garage access as needed
• Performs other duties as assigned

Qualifications

• Advanced proficiency in MS Word, PowerPoint, Excel, Outlook, intranet, internet and travel and expense systems
• Excellent organizational and time management skills, including demonstrated ability to multi-task, independently prioritize work in a high-volume environment, meet deadlines, and exercise excellent decision-making skills
• Sound understanding of Zoom, WebEx and other teleconferencing equipment
• Strong written and verbal communication skills and proven ability to build relationships internally and externally
• Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses
• Strong interpersonal skills and the ability to communicate with all levels of the organization
• Demonstrated experience in managing physical, electronic, and expense systems
• Willingness to learn new systems and workflows
• Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work

The pay range for the role is $57,000 to $80,000. The specific offer will depend on an applicant's skills and other factors. This role may also be eligible to participate in a discretionary annual incentive program. Chubb offers a comprehensive benefits package, more details on which can be found on our careers website. The disclosed pay range estimate may be adjusted for the applicable geographic differential for the location in which the position is filled.

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 31867
• Job Schedule Full time
• Regular or Temporary Regular
• Job Category Administrative Assistance
• Business Unit United States
• Legal Employer ACE American Insurance Company