Executive Assistant & Events Co-ordinator
Chubb · Madrid
This is a dual-function role that sits at the heart of Chubb's EMEA Marketing and Communications team. You will provide high level executive support to the Director of Marketing and Communications, while supporting the coordination of a diverse portfolio of broker-facing and client events, from concept through to post-event evaluation. Working closely with senior leaders, internal teams, and external partners across multiple geographies, you will make a tangible contribution to how Chubb shows up in the market and how the Director's time and priorities are managed.
If you thrive on variety, take pride in well-executed details, and bring genuine energy to both executive-level support and live event delivery. This role offers real breadth, visibility, and cross-functional exposure across the EMEA region.
Key Responsibilities
Executive Support
- Provide comprehensive executive support to the Director of Marketing and Communications EMEA, including complex diary and calendar management across multiple time zones, international travel and accommodation arrangements, expense management, and professional correspondence on the Director's behalf.
- Serve as the primary point of contact and trusted liaison between the Director and internal teams, senior stakeholders, external partners, agencies, and suppliers — ensuring communication is always timely, professional, and handled with the utmost discretion.
- Support the Director in the production and review of presentations, reports, briefings, and internal communications, maintaining high standards of quality and consistent alignment with Chubb brand guidelines.
- Manage and track the Marketing and Communications budget on behalf of the Director, maintaining accurate financial records, supporting invoice processing, and proactively flagging variances or emerging risks.
- Maintain the team's operational processes and tools — including project trackers, meeting minutes, and filing systems — to ensure team-wide efficiency and visibility.
Events Coordination
- Coordinate and support the end-to-end coordination and delivery of a portfolio of events — including tradeshows, sponsorships, client hospitality, Chubb-owned events, webinars, and team events — ensuring each is delivered on time, within budget, and to a consistently high standard.
- Support logistical elements of events: venue research and sourcing, supplier selection and management, contract negotiation (in liaison with procurement and legal as required), invitation management, guest list curation, onsite branding and set-up, and attendee registration.
- Bring forward fresh, considered ideas to events, hospitality formats, and sponsorship activations that elevate Chubb's profile and strengthen stakeholder relationships.
Communications & Operations
- Support internal communications initiatives by coordinating stakeholder involvement, managing internal channels, and ensuring timely and consistent dissemination of information across the region.
- Take ownership of project management tasks and research assignments as directed by the Director, approaching all work with flexibility, discretion, and a proactive mindset.