Executive Assistant

Reporting to: Branch Managers in Calgary and Vancouver

Location: Vancouver or Calgary

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. 

KEY OBJECTIVE:

The Executive Assistant is responsible for providing day-to-day administrative support to the Branch Manager(s) in the western region. Responsibilities include assisting with producer management, broker administration, event planning, administrative support, and executive assistance. This individual will be able to operate in a fast-paced environment and coordinate across numerous departments at Chubb Insurance Company of Canada, providing excellent customer service to both internal and external stakeholders. Reporting to the Branch Manager(s), this role is required to be on-site in the Vancouver or Calgary office, on a general basis, to respond to in-person needs and events. 

MAJOR RESPONSIBILITIES:                                                                                                                          

Executive Administration

• Provide executive assistant support to the Branch Manager(s), as needed;

• Follow up on suspended items and bring urgent matters to the executives' attention;

• Regularly set up and ensure effective operation of meetings, conference calls and/or video calls with a mix of both internal & external partners, including managing of the events and potentially minute taking;

• Review calendar on a regular basis to establish whether meeting rooms are required, including booking and associated meeting management (catering, technology, attendance responses, material preparation);

• Ensure managers are prepared and have required documentation for meetings and occasional taking, typing, and distribution minutes for key meetings;

• Responsible for anticipating and booking hotel, transportation and/or restaurants; responsible for creating and maintaining AMEX profiles;

• Collate, check, reconcile and forward expenses for senior managers;

• Organize and maintain physical and digital filing systems that are easy to understand;

• Assist with business continuity planning and other special projects, as assigned;

• Perform Site Security Self-Assessment with GSOC as well as participate on the Site Incident Management Team;

• Liaise with building security on pass cards and visitor access ;

• Responsible for the maintenance of the Chubb pool car(s) including tire and oil changes;

• Maintain account with Impark regarding reserved parking spots;

• Administer accreditation process for continued education credits;

• Day-to-day operation of the branch including office supply orders, mail/courier, reception calls/voicemails and fax inbox;

• Set up desks and phones for new hires;

• Facilitate any repairs and maintenance, as required;

• Coordinate annual inspection on backflow water cooler device (required by City of Vancouver) and fire extinguisher inspections (required by landlord);

• Hockey Ticket distribution;

• Keep branch distribution lists updated;

• Facilitate IT projects, as required;

• Periodic travel to the other branch, as required.

Marketing Administration

• Administer broker codes and producer information, including updates and tracking including broker code clean-up project which is currently underway by Producer Services Team in US;

• Maintain e-broker files for all producers;

• Manage branch calendar including events and branch visitation;

• Manage Producer Comp, including agreement maintenance, filing CPC statements, preparing broker owner reports, payments, tracking;

• Agency Planning support, including preparing agency planning documents/presentations and coordinating with underwriters for inputs;

• Provide support for broker and branch events;

• Input and reconcile branch budget and track monthly expenses to plan;

• Manage ordering and inventory of promotional items;

• Compile financial and business data for meetings and presentations;

• Tracker / Pro V resource and training for new underwriters;

• Process invoices and track expenses;

• Plan and support various events, including managing RSVPs and distribution lists;

• Coordinate agency education partnership and continuing education credits for brokers;

• Provide support for Chubb Charity Challenge and CARE initiatives;

• Organize team events and conferences and provide support at corporate and branch events, as needed.

Qualifications

• University degree and/or equivalent insurance-related education and experience required;

• Valid drivers’ license for pool car maintenance;

• Absolute discretion around confidential /sensitive information;

• Superior written and verbal communication skills; 

• Strong interpersonal skills with the ability to interact with senior leadership;

• High degree of technology proficiency (Word, PowerPoint, Excel, Outlook and scheduling tools). Comfort in creating/leading webcasts and other communication technology related events;

• Ability to prioritize, work efficiently within tight timelines and be adaptable to change-and managing multiple stakeholders at once;

• Strong organizational and time management skills with the ability to follow-up independently;

• Willing to occasionally work outside of standard work hours to respond to issues as they occur, if necessary;

• Demonstrated high level of responsiveness and efficiency when working with internal and external stakeholders;

• Strong administrative skills – the ability to handle correspondence and phone inquiries, maintain files, prepare and monitor expense accounts, and complete special projects as needed;

• Willing to take initiative by going beyond assigned tasks and offer to take on greater responsibility/new projects, offering suggestions for improvements, making changes where needed.

At Chubb we are committed to providing equal employment opportunities to all employees and applicants. It is our policy to provide equal employment opportunities to employees and applicants based on job-related qualifications and ability to perform a job.  If you require an accommodation during the hiring process or upon hire, please inform Human Resources. If a selected applicant requests accommodation during the recruitment process, Chubb will consult with the applicant in order to provide suitable accommodation that takes into account the applicant’s accessibility needs.