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Administrative Assistant in Chicago, IL at Chubb Group of Insurance Companies

Date Posted: 7/16/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    525 West Monroe Street
    Chicago, IL
  • Job Type:
    Admin - Clerical
  • Experience:
    Not Specified
  • Date Posted:
    7/16/2018

Job Description

We are seeking an individual with strong administrative expertise to join us as an Executive Assistant. This role allows the right candidate exposure to three key areas of administration:
• Executive Support
• Corporate Liaison/Communications
• Business Operations
Projected Duties:
  • Providing administrative support where needed to Global Client Executive’s(GCEs) & Major Segment Leaders (MSLs) including     
    • Collating & distribution of presentation material pre & post client meeting
      • Pre renewal
      • Stewardship
      • Specific product line / new penetration opportunities
      • Contact lists – roster of underwriters & claims for account
    • Collating & distribution of Open items for customers to account team members prior to meeting and ensuring OI’s up to date
  • Internal and external correspondence pertaining to GCE’s & MSL duties such as
    • RIMS attendance & materials for same
    • Client Advisory Board (CAB) correspondence for regional & national CAB
    • Providing account summaries & updating internal data sites (Sharepoint) as well as Chubb Village Homepage site as needed
    • Updating meeting calls within our propriety forecasting tool (Tracker) (or agreed upon vehicle to be determined by Major Accounts Leadership)
  • Assisting with tracking & distribution of Chubb promotional materials to key customers – including ordering new items & distribution based on need (pre sign off by GCE / MSL or Regional Executive Officer expected)
  • Assisting with purchasing or coordinating needed supplies including presentation materials
  • Making hotel and travel arrangements in line with meetings
  • Photo copying, printing, binding of preparedness materials
  • Making meeting arrangements to include procuring venue, arranging refreshments, and inviting partners
  • Tabulating meeting attendees
  • Updating contact lists
  • Assistance in preparing monthly reports – Tracking of penetration opportunities & traction, secured business status etc., in preparation for Monthly call / Executive summary to Senior Executives
  • Preparing information packets for clients as well as client executives in the region as needed
  • Organization of shared folders / material in SharePoint
Ideal candidates will possess:
  • Superior image and communication skills
  • A keen ability to multitask
  • Corporate presence
  • Displayed ability to interact with both domestic and global professionals to support five senior executives' objectives
  • An ability to anticipate the business needs of five senior executives, both on a routine and a per case basis
  • A proven track record in supporting the objectives of a senior executive(s)
  • An ability to organize executive travel, meetings, staff functions and recurring business events
  • A high level of accessibility
  • Utmost professionalism and confidentiality
  • A mastery of Microsoft Office, especially in preparing presentations in PowerPoint and generating reports from multiple data sources in Excel
  • Independent decision making ability
  • An ability to establish, maintain and update files
  • The decorum to screen phone calls and visitors; re-routing callers to other departments when necessary
  • A history of maintaining records, statistics, and reports regarding personnel changes, etc.
  • The commitment to administer programs, projects, and/or processes specific to the operating unit served
  • An ability to serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations
Desired Qualifications/ Skills:
  • 5 to 7 years of demonstrated competence in executive administrative assistant functions
  • High degree of professionalism and a demonstrated ability to handle confidential information
  • Displayed ability to take initiative and foresight to anticipate needs
  • Self-starter with a can-do attitude able to manage in a fast-paced environment
  • Ability to deal with ambiguities and shifting priorities
  • Demonstrated ability to work independently with limited supervision
  • Strong time management, planning, budgeting and organizing skills
  • Proven ability in planning