Executive Assistant

Job Description This is a highly trusted, high-visibility role serving as a key partner to the Executive Vice President, Chubb Group and Global Leader, Operations, Technology and Transformation providing seamless executive support that demands absolute discretion, sound judgment, and the ability to navigate complex, confidential matters with sensitivity and professionalism.

This role operates across global time zones and requires a culturally aware, proactive professional who thrives in a fast-paced, dynamic environment. You will act as a trusted extension of the executive office—anticipating needs, managing competing priorities, and enabling both leaders to operate at their highest level.

Work Arrangement This is a full-time position based in our New York City office. The successful candidate will be expected to work in the office a minimum of four days per week. Given the global scope of the executives supported, flexibility outside of standard business hours—particularly for early morning or evening communications across international time zones—is required.

Responsibilities Executive Partnership & Calendar Management

• Coordinate and maintain calendar, often considering time zone differences and always using judgment in prioritizing meetings and proactively resolving calendar conflicts
• Exercise independent judgment to assess urgency and context, triaging requests and escalating time-sensitive matters appropriately
• Prepare executive for meetings and engagements by compiling and distributing briefing materials, agendas, and relevant background documents in advance
• Act as a professional liaison between executives, senior leaders, employees, and external stakeholders, representing the executive office with tact and discretion

Global Travel & Logistics

• Arrange domestic and international travel, including multi-leg itineraries, accommodations, ground transportation, and visa or entry documentation—with particular attention to international regulatory requirements
• Anticipate and manage time zone considerations, travel disruptions, and cultural scheduling sensitivities for international engagements
• Process and reconcile travel and expense reports in a timely and accurate manner

Confidentiality & Sensitive Matters

• Handle highly confidential information with the utmost discretion and integrity
• Demonstrate sound judgment in determining what information to share, when, and with whom, maintaining strict data privacy and confidentiality at all times

Meeting & Event Coordination

• Lead end-to-end planning and logistics for executive meetings, leadership offsites, including virtual and hybrid formats across international locations
• Coordinate audio/video conferencing, ensuring seamless technical setup and accessibility
• Manage catering, venue coordination, and on-site logistics for in-person gatherings as needed

Content Preparation & Special Projects

• Create polished executive presentations, reports, and documents using Microsoft 365 and other collaboration platforms
• Support special projects requiring research, coordination, or project tracking—often under tight timelines and with a high degree of accuracy

Qualifications Experience & Expertise

• 5+ years of experience as an Executive Assistant supporting C-suite or senior executives, ideally within a global, matrixed organization
• Demonstrated experience managing confidential information executive-level matters with professionalism and discretion

Skills & Competencies

• Proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word, SharePoint) and digital collaboration tools (e.g., Zoom, WebEx, MS Teams Rooms)
• Excellent written and verbal communication skills; able to draft clear, professional correspondence independently
• Superior organizational and time management skills; able to manage multiple priorities simultaneously without loss of quality or accuracy
• Strong interpersonal and relationship-building skills with the ability to interact effectively across all levels of the organization and with global counterparts
• Cultural awareness and sensitivity when working with international colleagues, partners, and clients in various parts of the world
• High emotional intelligence, with the ability to read situations, manage ambiguity, and respond with composure under pressure
• Self-directed and proactive; able to anticipate executive needs and act with minim…