Chubb is hiring: Office Manager-Executive Assistant in Portland

Combined Insurance, A Chubb company, is seeking a Manager of Office Operations and Executive Support to join our fast-paced, high energy, growing company. We are proud of our tradition of success in the insurance industry of nearly 100 years.

We are seeking a highly organized, proactive, and resourceful individual to serve as the Manager of Office Operations and Executive Support. This dynamic role combines high-level administrative support for the executive team with the management of day-to-day office operations and philanthropic initiatives.

Key Responsibilities

• Provide comprehensive administrative support to the executive team, including calendar management, travel and expense management, meeting coordination, and correspondence.
• Prepare reports, presentations, and other documents as needed.
• Act as a liaison between the executive team and internal/external stakeholders.
• Handle confidential information with discretion and professionalism.

Office Operations Management

• Oversee the daily operations of the physical office, ensuring a clean, organized, and functional workspace.
• Manage office budgets, including tracking expenses, processing invoices, and ensuring cost-effective solutions.
• Coordinate office events, including team meetings, celebrations, and other gatherings.
• Manage office access and security, including key distribution and visitor protocols.
• Maintain office supplies inventory and ensure timely replenishment.
• Serve as the point of contact for building management, vendors, and service providers.
• Assist with onboarding new employees, including setting up workstations and providing office orientation.
• Identify opportunities to improve office processes and implement solutions.

Philanthropic Support And Community Engagement

• Serve as the primary point of contact for community organizations, nonprofits, and charitable partners.
• Coordinate all monetary and in-kind donations, ensuring proper documentation and tracking.
• Work with the executive team to allocate funds for charitable contributions within the approved budget.
• Ensure all philanthropic activities comply with legal and regulatory requirements.
• Maintain detailed records of donations, partnerships, and community initiatives for transparency and accountability.

Budget Responsibilities

• Monitor and track all office-related expenses, including supplies, utilities, maintenance, and vendor services.
• Review, approve, and process invoices for office-related expenses.
• Assist in creating and managing the office budget, including forecasting future expenses and identifying cost-saving opportunities.
• Manage the budget for all philanthropic efforts, including tracking expenses and ensuring compliance with financial guidelines.
• Provide regular reports to the executive team on office and philanthropic spending.
• Approve routine office expenses within the financial authority granted by the executive team and escalate larger expenses for approval.

Qualifications

• Proven experience as an Executive Assistant, Office Manager, or similar role.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with budget management tools.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of professionalism, discretion, and attention to detail.
• Experience coordinating events, managing vendor relationships, and handling philanthropic initiatives is a plus.

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.