Administrative Assistant

JOB DESCRIPTION

This position requires the ability to handle multiple priorities, anticipate needs, and independently handle tasks and decisions, working closely with administrative and marketing team.

The ideal candidate must be able to provide personalized and confidential executive assistance with discretion and judgment, display a high degree of professionalism when dealing with key executives and business partners, and be able to work with minimal supervision.

The position reports to the branch manager.

Responsibilities:


* Support both Walnut Creek Branch Manager and Pacific North Regional Executive Officer.


* Participate in planning and provide administrative support for departmental meetings and special events


* Create effective PowerPoint and other presentations, as needed


* Schedule and coordinate travel arrangements.

Keep up-to-date on corporate travel policies and travel booking software, e.g., Concur


* Prepare, submit, and track expense reports, as well as assist with data input and report generation


* Arrange meetings and conference calls


* Responds to regularly occurring requests for information


* Maintain a proactive diary of items, including proactive support and follow up on items as needed


* Maintain schedules and calendars


* Responsible for maintaining reporting, administrative & marketing support systems accurately and comprehensively


* Proficient user of MIS, CMR and other financial reporting tools


* Coordinate, plan and lead branch social, volunteer and holiday events


* Responsible for supporting Chubb facilities team and local building management with in-suite janitorial and other maintenance concerns


* Supports new employee onboarding for in-suite lockers, building badges, and garage access as needed


* Performs other duties as assigned

QUALIFICATIONS



* Advanced proficiency in MS Word, PowerPoint, Excel, Outlook, intranet, internet and travel and expense systems


* Excellent organizational and time management skills, including demonstrated ability to multi-task, independently prioritize work in a high-volume environment, meet deadlines, and exercise excellent decision-making skills


* Sound understanding of Zoom, WebEx and other teleconferencing equipment


* Strong written and verbal communication skills and proven ability to build relationships internally and externally


* Demonstrated ability to serve as a key administrative resource including the ability to research inquiries and provide accurate and timely responses


* Strong interpersonal skills and the ability to communicate with all levels of the organization


* Demonstrated experience in managing physical, electronic, and expense systems


* Willingness to learn new systems and workflows


* Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work

The pay range for...