Office Manager-Executive Assistant bei Chubb

Combined Insurance, A Chubb company, is seeking a Manager of Office Operations and Executive Support.  to join our fast-paced, high energy, growing company. We are proud of our tradition of success in the insurance industry of nearly 100 years. Come join our team of hard-working, talented professionals!

We are seeking a highly organized, proactive, and resourceful individual to serve as the Manager of Office Operations and Executive Support. This dynamic role combines high-level administrative support for the executive team with the management of day-to-day office operations and philanthropic initiatives. The ideal candidate will be detail-oriented, possess exceptional communication skills, and demonstrate a strong ability to multitask and take ownership of their responsibilities. This position is critical to ensuring the smooth operation of the office, supporting the executive team, and fostering the company’s connection to the community through philanthropic efforts.

Executive Support:

• Provide comprehensive administrative support to the executive team, including calendar management, travel and expense management, meeting coordination, and correspondence.
• Prepare reports, presentations, and other documents as needed.
• Act as a liaison between the executive team and internal/external stakeholders.
• Handle confidential information with discretion and professionalism.

Office Operations Management:

• Oversee the daily operations of the physical office, ensuring a clean, organized, and functional workspace.
• Manage office budgets, including tracking expenses, processing invoices, and ensuring cost-effective solutions.
• Coordinate office events, including team meetings, celebrations, and other gatherings.
• Manage office access and security, including key distribution and visitor protocols.
• Maintain office supplies inventory and ensure timely replenishment.
• Serve as the point of contact for building management, vendors, and service providers.
• Serve as a member of the Employee Engagement Committee to exchange ideas, plan, and organize activities that bring employees together. This includes supporting the Business Roundtables, providing community service opportunities, and providing health & wellness offerings.
• Assist with onboarding new employees, including setting up workstations and providing office orientation.
• Identify opportunities to improve office processes and implement solutions.

Philanthropic Support and Community Engagement:

• Serve as the primary point of contact for community organizations, nonprofits, and charitable partners.
• Coordinate all monetary and in-kind donations, ensuring proper documentation and tracking.
• Work with the executive team to allocate funds for charitable contributions within the approved budget.
• Ensure all philanthropic activities comply with legal and regulatory requirements.
• Maintain detailed records of donations, partnerships, and community initiatives for transparency and accountability.

Budget Responsibilities:

• Monitor and track all office-related expenses, including supplies, utilities, maintenance, and vendor services.
• Review, approve, and process invoices for office-related expenses.
• Assist in creating and managing the office budget, including forecasting future expenses and identifying cost-saving opportunities.
• Manage the budget for all philanthropic efforts, including tracking expenses and ensuring compliance with financial guidelines.
• Provide regular reports to the executive team on office and philanthropic spending.
• Approve routine office expenses within the financial authority granted by the executive team and escalate larger expenses for approval.

Qualifications:

• Proven experience as an Executive Assistant, Office Manager, or similar role.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with budget management tools.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of professionalism, discretion, and attention to detail.
• Experience coordinating events, managing vendor relationships, and handling philanthropic initiatives is a plus.

Company