Chubb

Executive Assistant HR US Field and Westchster

Scope

This HR Executive Assistant role provides administrative support to the HR Leaders of the North America Field and the Westchester, a Chubb Company groups. in the Whitehouse Station, New Jersey office. The ideal candidate must be able to provide personalized and confidential executive assistance with discretion and judgment. This individual needs to be able to manage relationships at all levels of the organization and must also be flexible and collaborative. This role dually reports to 2 different SVP, HR Leaders. 

Major Duties and Responsibilities:

• Performs administrative duties of a highly confidential nature.
• Manages calendar; coordinates travel arrangements; prepares detailed travel itineraries, coordinates flights, accommodations, dining and ground transportation; processes expense reports and reconciles and tracks monthly credit card statements and expenditures.
• Creates and transcribes correspondence and communications, including memos, letters, charts, Excel spreadsheets etc.
• Schedules and organizes meetings often involving numerous participants, coordinates conference calls, webcasts and other events, including technology, attendees, presenters, agenda and associated meeting materials, and distribution of materials prior to and following meetings.
• Performs administrative analyses which require a degree of independent decision making.
• Creates effective presentations and assists in research as needed.
• Responds to regularly occurring requests for information.
• Maintains a proactive diary of items, including proactive support and follow up on items as needed.
• Creates spreadsheets for NA Field and Wholesale, filters and send Requisition and Candidate Reports to respective HR Teams.
• Provide extra support during compensation season and process transactions in the comp tool. 
• Assist in the Circle of Excellence process, create forms, collect information, and update the year-to-year honorees spreadsheet.
• Maintains Talent Review and Succession Planning decks and update as necessary. 
• Participates in and provides administrative support on special projects and events and reporting.
• Provides customer service to internal and external customers and employees.
• Coordinates or manages programs and projects as assigned (Take Your Child To Work Day).
• Assists HR Benefits team and process leave of absence transactions.
• Assist other areas of HR as needed. 
• Demonstrates expertise with the Oracle Cloud HCM system and report running
• Serves as a backup to other assistants in HR.
• Maintains updated org charts.
• Aid with all WHS HR inquiries, respond to Ad-Hoc requests, create service request when there is an issue, EE move, or in need of space. (Partner with Facilities team/Workplace experience coordinator)

Competencies/Technical Skills:

• 5+ years of demonstrated competence in executive administrative assistant functions
• 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
• Advanced proficiency in MS Word, PowerPoint, Excel, Outlook and Microsoft Teams. Willingness to learn new applications as required
• Advanced proficiency with Oracle Cloud HCM system and reporting strongly preferred.
• Experience with Concur, Visier and Medallia systems preferred
• Strong written and verbal communication skills and proven ability to build relationships internally and externally.
• Strong time management, planning, budgeting and organizing skills
• Strong analytical skills
• Ability to partner with remote leaders. 

Chubb is the world’s largest publicly traded property and casualty insurer. 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.