Executive Assistant

Job Title

This is a highly trusted, high-visibility role serving as a key partner to the Chief Human Resources Officer (CHRO) and the EVP of HR, COG, 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, NY or Philadelphia, PA 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

• Coordinate and maintain the calendars of two executives, 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 executives 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

• 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

• Handle highly confidential HR information—including talent decisions, executive compensation, organizational changes, and sensitive employee issues—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

• Lead end-to-end planning and logistics for executive meetings, leadership offsites, and global HR events, 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

• 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

• Assist with team-wide HR initiatives, including town halls, leadership communications, and cross-functional coordination

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 HR, legal, or 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 minimal guidance

The pay range for the role is $82,800-$115,200. The specific offer will depend on an applicant's skills and other factors. This role may also be eligible to participate in a discretionary annual incentive program. Chubb offers a comprehensive benefits package, more details on which can be found on our careers website. The disclosed pay range estimate may be adjusted for the applicable geographic differential for the location in which the position is filled.

About Us

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. At Chubb, we are committed to equal employment opportunity and compliance with all laws and regulations pertaining to it. Our policy is to provide employment, training, compensation, promotion, and other conditions or opportunities of employment, without regard to race, color, religious creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, medical condition, genetic information, military and veteran status, age, and pregnancy or any other characteristic protected by law. Performance and qualifications are the only basis upon which we hire, assign, promote, compensate, develop and retain employees. Chubb prohibits all unlawful discrimination, harassment and retaliation against any individual who reports discrimination or harassment.

Job Info

• Job Identification 33552
• Job Schedule Full time
• Regular or Temporary Regular
• Job Category Administrative Assistance
• Business Unit United States
• Legal Employer ACE American Insurance Company
• Posting Date 05/21/2026, 07:57 PM