Executive Assistant & Marketing Coordinator

Role Summary

This is a high-impact Executive Assistant & Marketing Coordinator role
supporting the Head of Marketing & Communications and two other senior leaders
with executive coordination, diary and travel management, and expense
administration. The role will also support the Marketing & Communications team
with guest management for major events, including the Australian Open, and other
marketing activities as required.

The role will suit a highly capable and proactive professional who thrives in a
fast-paced environment, anticipates needs before they arise and brings energy,
judgement and initiative to everything they do. You will be a trusted member of
the team, known for your professionalism, discretion and ability to manage
complex priorities with calm confidence.

This is an excellent opportunity for someone who enjoys being part of an
international team, takes pride in delivering an exceptional standard of
support, and is motivated by going above and beyond.

Key Responsibilities

Executive Support

• Provide proactive, high-level executive support to three senior leaders,
  including complex diary management across multiple time zones
• Coordinate meetings, travel arrangements, visa applications and expense
  administration using Concur
• Manage competing priorities with sound judgement, ensuring leaders are well
  prepared and supported at all times
• Coordinate internal and external meetings, ensuring logistics are handled
  seamlessly and professionally
• Track actions, deadlines and follow-ups on behalf of senior leaders to ensure
  commitments are delivered
• Handle confidential and sensitive information with the highest level of
  discretion
• Support stakeholder communication and executive-level coordination with
  professionalism and confidence

Marketing & Communications Support

• Chubb is the official insurance partner of the Australian Open and hosts
  guests from around the region at this event in January each year. The
  Marketing & Communications team also delivers other key business and internal
  events throughout the year and your support will be required on these
  activities, including coordinating guest management and associated processes
  for external events targeting senior partners and clients, invitation
  management for employee town halls, and event analysis as required. Support
  on other activities may also be required from time to time.
• Anticipate issues, solve problems quickly and adapt plans as needed to
  deliver seamlessly
• Provide support with a strong focus on quality, detail and stakeholder
  experience
• Build strong working relationships with internal teams and external providers
  to ensure smooth execution from planning through to delivery

General Administration

• Maintain accurate records, files and documentation
• Liaise professionally with internal teams and external providers
• Contribute ideas to improve processes and support broader office coordination
  as needed
• Take ownership of administrative tasks with a strong sense of accountability
  and follow-through