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Executive Assistant - Flight Operations in Philadelphia, PA at Chubb Group of Insurance Companies

Date Posted: 9/10/2018

Job Snapshot

Job Description

Executive Assistant - Flight Operations
Key Objective
This position reports to the Manager, Chubb Flight Operations Administration.  As a member of the team, the incumbent is expected to successfully perform administrative and scheduling assistant duties of a confidential nature and assist in the planning and execution of executive aircraft travel.
  Billing Coordinator
  • Review and sort  all invoices prior to processing
  • Prepare monthly ACH and wire transfer payments (avg. 80-100) through the PeopleSoft Accounts Payable Workflow system, ensuring credit to proper account and project code
  • Prepare foreign currency payments through Treasury, ensuring credit to proper account and project code
  • Prepare journal entries to transfer funds from one account to another
  • Coordinate transmission of employee expense accounts to Accounts Payable
  • Respond to T&E audit requests regarding employee expense account submissions
  • Responsible for requesting W9 forms from new vendors or contract flight attendants
  • Responsible for sending out contracts to new vendors
  • Assist operations manager with preparation of proxy reports and budget planning
  • Investigate and report on monthly budget charge queries from the Operations Manager
  • Investigate and respond to payment questions from vendors and contract employees
  • Research and correct billing discrepancies as needed
  • Respond to vendor inquiries
  • Coordinate office operations and procedures in order to ensure organizational effectiveness and efficiency
  • Arrange travel, hotel reservations, and rental cars for flight crew and contract flight attendants as required for scheduled corporate aircraft flights
  • Arrange travel, hotel reservations, and rental cars for employees attending training
  • Hangar greeter for arrivals and departures during normal business hours
  • Manage and implement Chubb’s contracts program with vendors
  • Prepare correspondence, reports, and spreadsheets
  • Answer, screen, and transfer telephone calls
  • Receive and direct visitors and passengers
  • Maintain electronic and hard copy filing systems
  • Schedule and coordinate meetings
  • Open, sort, and distribute incoming mail and packages
  • Order and maintain office supply inventory
  • Coordinate set up of inbound/outbound employees
  • Manage records retention program with Iron Mountain secure storage
  • Coordinate and prepare packages for pick up
  • Assist Operations Manager with preparation of Travel Visa request packages
  • Maintain the Chief Pilots online calendars with crew training and PTO requests
  • Coordinator contract employee process through staffing services agency
  • Coordinate yearly required processes for aircraft: Border Overflight Exemption, Customs Decals, Fuel Vendor Tax Non-Exempt Certificates, Fuel Vendor and Services Credit Cards
  • Coordinate NATA compliance for DCA flights
  • Track and prepare reporting of  expenses for various operations needs
  • Manage the Petty Cash fund, to include monthly and yearly audits
  • Other duties and projects a required from the scheduling department
  • As Green Committee Representative plan, coordinate, and implement Greening initiatives to include facility/employee compliance and monthly/yearly Sharepoint reporting
  • Coordinate and manage telephone issues/repairs with Chubb Real Estate and Avaya
  • Coordinate and manage office equipment issues/repairs with Xerox and Ricoh
  • Coordinate the acquisition and installation of furniture and equipment
  • Make recommendations for yearly budget planning
  • Monitor and update security clearances for facility access by employees and vendors
  • Make recommendations for new or replacement equipment, to include computers, Blackberries, and office machines
  • Working with IT representative, troubleshoot equipment problems before elevating to Help Desk
  • Coordinate repair and replacement of computers, iPhones, iPads, and office machines
  • Complete online purchasing for required computer equipment
  • Maintain an accurate inventory of computer hardware
  • Monitor the server and print server for the department.  Troubleshoot issues with Chubb/IBM technical representatives
  • Monitor LAN printers and change toner as required
  • Order and maintain toner cartridge supplies for all office printers/fax machines, to include work-at-home equipment
Background Requirements
  • 5 to 7 years of demonstrated competence in administrative assistant functions or related experience
  • Proficient  in processing invoices using PeopleSoft program
  • High degree of professionalism and a demonstrated ability to handle highly confidential information
  • Excellent working knowledge of PC and various Microsoft software programs including Word, Excel, and PowerPoint
  • Thorough knowledge of the role and objectives of the department
  • Excellent customer service skills
  • Strong verbal and written communication skills
  • Self-starter with willingness to take initiative
  • Demonstrated ability to work independently with limited supervision
  • Proven ability in planning, prioritizing, and organizing diverse workload
  • Effective interpersonal skills to be capable of working with all levels of office personnel 
  • Willingness to be available for occasional night or weekend work