Executive Assistant & Marketing Coordinator

Role overview

This position combines senior executive support with marketing and communications coordination. You will assist the Head of Marketing & Communications along with two additional senior leaders, handling calendar coordination, travel planning, visa support, and expense processing. In parallel, you will help the Marketing & Communications team deliver guest management and coordination for major events, including the Australian Open, as well as other marketing-related activities.

The opportunity is designed for a highly capable professional who works well in a dynamic environment, stays ahead of needs, and brings sound judgement, initiative, and energy to daily work. The role calls for a trusted team member who operates with discretion, confidence, and a strong commitment to quality support.

This is a strong fit for someone who values working within an international team and takes pride in delivering support that consistently goes beyond the expected.

Executive support

• Provide high-level, proactive assistance to three senior leaders, including managing complex calendars across different time zones.
• Arrange meetings, business travel, visa applications, and expense claims through Concur.
• Balance multiple priorities thoughtfully so leaders remain prepared and supported at all times.
• Organise internal and external meetings, ensuring all logistics are handled smoothly and professionally.
• Monitor action items, deadlines, and follow-ups so commitments are completed on time.
• Protect confidential and sensitive information with the utmost discretion.
• Support executive communication and stakeholder coordination in a polished and confident manner.

Marketing and communications support

• Assist with event guest coordination for major activities, including Chubb’s hospitality presence at the Australian Open each January.
• Support broader business and internal events run by the Marketing & Communications team throughout the year.
• Help manage invitations and guest processes for external events involving senior partners and clients, as well as employee town halls.
• Contribute to event analysis and related follow-up work as required.
• Respond quickly to issues, adjust plans when needed, and help ensure smooth delivery.
• Maintain a strong focus on quality, detail, and stakeholder experience.
• Work closely with internal teams and outside providers to ensure seamless execution from planning through delivery.

General administration

• Keep records, files, and documentation accurate and up to date.
• Communicate professionally with colleagues and external partners.
• Suggest process improvements and support wider office coordination where needed.
• Take responsibility for administrative work with strong follow-through and accountability.

Qualifications and experience

Applicants should bring substantial experience supporting senior executives in a fast-paced corporate setting, along with experience managing complex events and guest workflows. Strong writing and speaking skills are essential, as is the ability to deal confidently and professionally with people at all levels.

You should also have strong planning, coordination, and prioritisation skills, plus the ability to manage several deadlines and responsibilities accurately and calmly. High discretion, attention to detail, stakeholder management ability, and comfort working with senior leaders and external partners are important. Proficiency in Microsoft Office and related administrative tools is required.

A relevant tertiary qualification in administration, business administration, marketing, communications, or a similar field is preferred. The role typically suits someone with 8+ years of experience, ideally in a corporate environment, although other relevant experience will be considered if paired with the right attitude.

Personal attributes

• Energetic, polished, and highly professional.
• Proactive, resourceful, and focused on creating added value.
• Able to stay calm and think clearly under pressure.
• Exceptionally organised with strong attention to detail.
• Confident, articulate, and credible in communication.
• Flexible, adaptable, and collaborative.
• Strong sense of ownership and accountability.
• Curious, analytical, and able to solve problems creatively.
• Driven to deliver an exceptional level of support consistently.

Additional information

This role supports event activity linked to the Australian Open, which Chubb hosts as its official insurance partnership. The Marketing & Communications team also manages other business and internal events across the year, and your support may be required on those as well.