Senior Administrative Assistant, NA Marketing & Communications
Company: Chubb
Location: Philadelphia
Posted on: April 1, 2026
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Job Description:
Description Chubb is seeking a Senior Administrative Assistant
for the Head of North America Marketing & Communications and the
broader NA Marketing & Communications team. The ideal candidate for
this position will be polished, professional, and approachable.
They will manage a wide range of administrative and executive
support-related tasks for the Head of North America Marketing &
Communications, including, but not limited to, the administrative
logistics of meetings, events and travel. They will be a critical
point of contact for requests from various colleagues and
internal/external stakeholders. This person will also offer support
to the NA Marketing & Communications team on an as-needed basis,
particularly in regards to major internal and external events. They
will have prior experience supporting senior leaders, possess
exceptional organizational skills, demonstrate a strong service
orientation, and maintain a professional demeanor while
contributing to a positive workplace culture. Success in this role
will involve delivering consistent support to multiple stakeholders
with customization as time and capacity allow. They will report to
the Head of North America Marketing & Communications and will be
based in Chubb’s Philadelphia, PA office. Responsibilities General:
Proactively managing the schedule of the Head of North America
Marketing & Communications Manage travel itineraries, including
confirmations Manage ad hoc requests such as document scanning,
mailings, signatures, etc. Set up and manage meeting spaces for
in-person events Anticipate and troubleshoot technology issues
related to meeting connections. Coordinate with IT for trial runs
to ensure stable connections Manage office supply inventory and
order supplies Expense Management: Manage review process for all of
the Head of North America Marketing & Communication’s expenses
Monthly reconciliation of statements for corporate credit card,
allocating and tracking corporate and personal expenses,
identifying unique transactions and fraudulent activity Oversee the
overall North America Marketing & Communications budget Track
expenses Submit expense reports for the marketing team and review
expense allocations Track, prepare, and submit vendor invoices for
disbursement Facilitate new vendor onboarding within the accounting
system Events: Process event invoices in accordance with company
policies and procedures Assist in Events Vice President and
Assistant Vice President meeting planner card reconciliation Assist
with other event-related financial reconciliation Managing the
legal approval of event-related contracts Scheduling and organizing
large event briefing calls, including creating Webex links and
distributing invitations via Outlook Creating shipping labels for
various departmental needs Updating and sending reminders for the
North America Master Event Calendar to ensure timely communication
and event coordination Manage giveaway and swag inventory and
storage Managing miscellaneous event accounting tasks Provide
hands-on assistance at events on an as-needed basis Other:
Contribute to special projects as needed Qualifications 8-10 years
of experience supporting executives Proficient in Microsoft Office
(Word, Excel, PowerPoint, Outlook) Preferred: Adobe, Concur, Coupa
BuyNow Some travel required (25%) Demonstrated initiative and
flexibility; forward-looking and able to anticipate next steps and
exercise judgment; able to quickly pivot when needed Ability to
work independently with a high degree of self-initiative and
organization that can prioritize multiple functions and tasks under
tight time constraints Must be able to identify and resolve
problems in a timely manner; operates with a solution mindset
Strong organizational and time management skills, along with
excellent verbal and written communication skills Self-confident
and comfortable interacting with all levels within the organization
Ability to maintain privacy with sensitive and confidential
information
Keywords: Chubb, Jersey City , Senior Administrative Assistant, NA Marketing & Communications, PR / Public Relations , Philadelphia, New Jersey
