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/Marketing Assistant is responsible for providing day-to-day administrative support to the Marketing team and the assigned Senior Leadership team. 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 Montreal Branch Manager, this role is required to be on-site in the Montreal 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, 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 system that is easy to understand;
• Assist with business continuity planning and other special projects, as assigned;
• Responsible for maintaining internal compliance requirements and broker sponsorships vis-à-vis provincial regulators;
• Coordinate translation projects with external vendors and internal stakeholders;
• Administer accreditation process for continued education credits;
• Responsible for the maintenance of the Chubb pool car including seasonal tire and oil changes as required.

Marketing Administration
• Administer broker codes and producer information, including updates and tracking;
• Maintain e-broker files for all producers;
• Provide support for broker and branch events;
• Manage ordering and inventory of promotional items;
• Provide administrative support for distribution and communications teams;
• Compile financial and business data for meetings and presentations;
• Reconcile contingent payout information;
• Process expense requests 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;
• Reconcile branch budget and track monthly expenses to plan.

QUALIFICATIONS:
• University degree and/or equivalent insurance-related education and experience required;
• Bilingualism in French and English is necessary to ensure effective communication with all stakeholders of the Chubb company;
• 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 pho