Branch Office Coordinator

Branch Office Coordinator  – White Plains/Albany

The Chubb organization seeks an individual with strong administrative expertise to join us as a full-time executive assistant. This role allows the right candidate exposure to three key areas of administration:  

• Executive Support 
• Corporate Liaison/Communications 
• Branch Business Operations 

KEY OBJECTIVE:                              

This role, located in White Plains, NY, will provide the successful candidate the opportunity to perform the executive administrative duties for the White Plains/Albany Branch Manager. 

MAJOR DUTIES & RESPONSIBILITIES:    

• Effectively partner and coordinate closely with the Marketing Manager and Branch Manager.
• Provide administrative support to the White Plains/Albany Branch team.
• Proactively manage the Branch and Branch Manager’s schedule ensuring that the Branch Manager is aware of priority issues.
• Effectively engage and collaborate with White Plains/Albany Branch Leaders. 
• Coordinate all external and internal communication related to the Branch.
• Provide oversight for branch expense budget and create timely monthly reports to the Branch Manager.
• Maintain external and internal distribution list in support of branch associated events and communication efforts. 
• Manage branch facilities in conjunction with our regional facilities manager. 
• Assist with the coordination and management of all logistics related to Branch onsite and offsite meetings, as well as events hosted by and for the White Plains/Albany Branch.
• Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner.
• Perform administrative assignments which may require a considerable degree of independent decision making.
• Create, edit and proofread correspondence.
• Create and maintain team distribution lists, staff listings, etc.
• Manage email correspondence including reviewing and responding, filing and forwarding as directed.
• Manage incoming phone calls and coordinate logistics for visitors including pre-enrollment with Security for building access.

• Administer programs, special projects, and/or processes as requested.

   

Ideal candidates will possess: 

• 5-7 years of demonstrated competence in executive assistant functions
• High degree of professionalism and discretion for confidential information
• Extensive time and calendar management, gatekeeping and coordination skills
• Experience with agency code management is a plus
• Familiarity with applications such as Survey Monkey, WebEx, Tracker, PAS, PeopleSoft, and/or Concur is a plus
• Project management experience a plus
• Exceptional organizational skills
• Strong analytical skills including ability to decipher data
• Critical thinker, open-minded, analytical, and able to solve complicated problems
• Superior written and verbal communication skills
• Strong interpersonal skills to be able to effectively engage with staff and leaders
• Strong attention to detail and accuracy in process and results
• Strong analytical skills to anticipate business needs both on a routine and a per case basis 
• Mastery or strong proficiency of Microsoft Office Suite, especially in preparing presentations in PowerPoint and generating reports from multiple data sources in Excel 
• Keen interest in learning the insurance business and growing within the organization. Strong independence and can-do attitude to be able to take proactive measures in a fast-paced environment.

The pay range for the role is $57,000 to $80,000. 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.