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

Key Skills and Experience

• Extensive experience supporting senior executives in a fast-paced corporate environment
• Experience working with complex events and guest management processes
• Exceptional written and verbal communication skills, with the ability to interact confidently and professionally at all levels
• Strong organisational, planning and coordination skills
• Ability to manage multiple priorities and deadlines for stakeholders with accuracy and composure
• High level of discretion, professionalism and attention to detail
• Strong stakeholder management skills and the confidence to work with senior leaders and external partners
Proficiency in Microsoft Office and related administrative systems

Qualifications

• Relevant administrative, business administration, marketing, communications or related tertiary qualification preferred
8+ years’ experience working, preferably in a corporate environment. However, other experience will be considered if it is relevant and the right attitude is demonstrated

Personal Attributes

• Energetic and highly professional
• Proactive, resourceful and always looking for ways to add value
• Calm under pressure and able to think clearly in fast-moving situations
• Highly organised with strong attention to detail
• Confident, articulate and credible in communication
• Flexible, adaptable and collaborative
• Strong sense of ownership and accountability
• Naturally curious, with strong lateral thinking and problem-solving skills
• Motivated by consistently adding value and delivering an exceptional standard of support