Executive Assistant

About Us:

At HUB International, we are a team of entrepreneurs. We believe in empowering our clients, and we do so by protecting businesses and individuals in our local communities. We help businesses evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees. As a global firm, we offer employees resources in both technology and industry expertise, but we still maintain the local flavor of our offices. Our structure enables our teams to maintain their own unique, regional culture.

HUB is the 5th largest global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services. With over 18,000 employees in 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.

SUMMARY OF POSITION :

The Executive Assistant represents the Organization in a professional, polished manner and is responsible for the general office functions. Working directly with the Executive Leadership Team, Operations Team and Branch Office Network.

MAJOR RESPONSIBILITY AREAS :

• Executive Support

• Manage a wide variety of projects, documentation, reports and communications under the general direction of the Executive

• Coordinate and schedule meetings and complete timely and accurate minutes as needed

• Coordinate pre-authorized payments and credit card payments for a variety of vendors as needed

• Coordinate a variety of travel details for the Executive and guests of HUB.

• Complete expense reports for the executives supported by the Executive Assistant

• Office Management

• Order employee name plates, employee office signage

• Maintain security, office organization, cleanliness and tidiness

• Manage the vendor relationships to ensure proper vendor services throughout the Branch network. Approve invoices for recurring, usual expenses for a variety of vendors.

• Ensure all interior and exterior signage throughout the organization meets internal standards and brands the organization in a consistent manner

• Handle repairs and maintenance of all non-IT equipment and facility issues

• Communicate proactively with property managers for all locations to report and correct problems, coordinate improvements, and ensure that the details of the lease agreements are honored.

• Assist with select new hire onboarding and offboarding including the granting or removal of office, building, and parking accesses.

• Events Coordination

• In-office events such as birthdays, lunches, potlucks, business meetings and employee celebrations

• External events on behalf of the Executive such as holiday party and other social functions and local conferences

• Coordinate HUB Gives initiatives in coordination with charity/fun committees

• Participate in and/or lead charity/social/fun committee meetings and ensure events are organized as per the Executive Leadership Committee's availability and budget allowed

• Coordinate with administrative staff at other offices within the region to schedule and organize events such as Town Hall Meetings, Executive Management Team meetings, and Employee Appreciation Day

• Administration Team

• May be asked to assist with receptionist coverage in the event of a last-minute need

• Project Manager

• Organize Branch Office branding and signage

• Organize and manage on site branch and head office renovations and furniture/office/workstation moves with vendors and tradesmen.

• Order any and all materials; signage, furniture etc. for moves and renovations

• Work within budget and time frames set out by Chief Operating Officer

• Is responsible for the local office supply inventory levels. The Executive Assistant is the primary individual to interact with supplies regarding price, delivery and order discrepancies.

• Manages the supply and order of business cards for all HUB personnel. Also orders employee name tags and name plates as requested by Office Managers.

POSITION SCOPE

Reports to the President and CEO and takes direction from local Executive Management Team members. Understands the Organization's office administrative practices and procedures. Is sensitive to the interrelationship of both people and functions within the organization. Develops and maintains good working relationships with management and co-workers.

POSITION QUALIFICATIONS

Experience & Education :

• High school diploma or equivalent

• Experience performing executive administrative support highly desired

Skills & Abilities:

• Standard office administrative practices and procedures, including the use of standard office Equipment and technology/software including Microsoft Office (particularly Outlook, Excel, Word, and Power Point)

• Proficiency developing presentations using Microsoft Office products or Canva

• Proficiency managing Microsoft Outlook calendars for other individuals

• Outgoing, friendly with strong demonstration of teamwork

• Strong proven organizational skills

• Proactive approach to problem-solving

• Good oral communication and interpersonal skills

• Self-motivated

• Ability to meet deadlines in a timely and efficient manner

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this job. The job description and related duties are subject to change at the sole discretion of the employer.

#LI-KP1

Department Office Administration & Clerical

Required Experience: 2-5 years of relevant experience

Required Travel: No Travel Required

Required Education: High school or equivalent

HUB International Limited is an equal opportunity and affirmative action employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations. The EEO is the Law poster and its supplement is available here at~~~.

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Hi, we're HUB.

In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected.

When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support.

And this gives you the peace of mind that what matters most to you will be protected - through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International

Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB's vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit ~~~.