Executive Assistant, Claims

6 months ago

Sydney, Australia Chubb Full time

**Your Role**

The primary responsibility of this role is to provide day to day assistance and administrative support to 2 members of management within Claims and Risk within the business, to ensure efficient and effective function of their responsible departments.

**Your Responsibilities**:

- Maintains and upholds the strictest level of confidentiality at all times
- Acts with professionalism in representation of the assigned departments
- Ensures the executive leaders meet obligations to their line manager/s at all times, by keeping track of deadlines, preparing, drafting and making sure they have appropriate time set aside to complete tasks
- Organise business appointments, meetings and domestic and international travel arrangements for their executives and others as directed. Ensures travel bookings are compliant with the Chubb Travel policy
- Provides seamless diary coordination, ensuring meeting rooms are booked for all meetings, appropriate travel time is allocated for external meetings, and ample preparation time is provided for meetings and other, where required
- Ensures the appointed executive leaders stays on schedule and arrives on time to appointments
- Coordinates the executive leaders’ office and home schedules to ensure seamless operation
- Prepares daily schedule for the appointed executive leaders, including covering diary and all daily corresponding documentation
- Fields enquiries and requests from internal staff and external clients, ensuring prompt escalation of important matters where needed. Works autonomously and makes informed decisions in the absence of the assigned leaders as required
- Communicates with external senior executives in a professional and courteous manner, on a regular basis. Develops and fosters internal and external relationships with staff and stakeholders
- Coordinates the organization of executive level business functions, lunches, dinners, conferences and in-house functions
- Processes expenses for the assigned executive leaders, and manages expense approvals for their direct reports
Manages annual leave approvals for the executive leaders’ review including internationally based executives that may report to the appointed leaders
Maintains an organised filing system

**Your Skills & Experience**:

- Three to five years experience providing support for senior management in a corporate environment
- Strong interpersonal communication and negotiation skills
- Ability to work autonomously, employ initiative to find solutions, prioritise and exercise discretion
- Technical competence with software packages including Microsoft Word, Excel and Powerpoint
- Attention to detail, excellent keyboard skills
- Proactive and flexible approach to work
- Excellent organisational and administrative skills
- Ability to liaise at an executive level, work under pressure and multitask
- Friendly and professional demeanour

Chubb is committed to equal employment and celebrates individual differences by creating a workplace environment in which everyone feels welcomed, respected and valued. We offer you the opportunity to work as part of a dynamic and agile environment where continuous development is encouraged throughout your career, both locally and globally. Some additional benefits offered include a flexible working approach via our “My One Thing” initiative, education assistance, dress for your day every Friday, promotion of health and wellbeing (including discounted health insurance, daily breakfast and fresh fruit), and the option to enrol into the Chubb Limited discounted stock purchasing scheme.

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