Executive Assistant
Executive Assistant
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Job Description
About HUB
In a rapidly changing world HUB advises businesses and individuals on how to prepare for the unexpected. As one of the worlds largest insurance brokers our focus is dedicated to providing our customers with the peace of mind that what matters most will be protected through unrelenting advocacy and tailored insurance solutions that put our clients in control. Our growing team of
professionals across North America represents a broad deep and one-of-a kind aggregation of entrepreneurs and leaders recognized for their excellence throughout the insurance community.
Why Choose HUB
Throughout our network of more than 450 HUB offices in North America we offer a competitive exciting and friendly work environment that strategically positions our employees for longevity and success. At HUB we believe in investing in the future of our employees and provide continuous opportunities for growth and development Our entrepreneurial culture fosters an environment that
empowers our people to make the best decisions for our customers and organization focusing on expanding the industry knowledge of our insurance professionals to better serve our valued clients. We are committed to providing you with competitive and flexible benefits options that are rooted in
your current needs yet evolves as your needs change over time. Join us in taking the first step toward creating a future that combines a diverse challenging work environment with financial security and career satisfaction.
We are the perfect fit if you:
- are seeking a progressive work environment at a rapidly growing organization
- have a desire to help others protect their future
- have an entrepreneurial spirit and are challenged by the opportunity to grow the business
- are focused on learning and development to enhance your industry knowledge and expertise
- are a self-starter willing to invest time and energy to learn the technical aspects of our
- business
- believe in integrity and building success by developing relationships with others
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 and key partners across the business. Understands the Organizations 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.
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
- Assist executive team with client information data entry and reporting
- 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
- Coordinate events such as employee celebrations Town Hall Meetings Executive Management Team meetings and Employee Appreciation Day
- External events on behalf of the Executive such as holiday party and other social functions and local conferences
- 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
- Other
- 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.
- Serve as primary point of contact with the Licensing team for continuing education and other related licensing questions.
- Manage the internal vacation calendar and Flex Time and Friday Hours programs.
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 Canva and Market Cloud.
- 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
The expected salary range for this position is $45000 to $50000 and will be impacted by factors such as the successful candidates skills experience and working location as well as the specific positions business line scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance FSA HSA and 401(k) accounts paid-time-off benefits such as vacation sick and personal days and eligible bonuses equity and commissions for some positions.
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.
Department Office Administration & ClericalRequired Experience: 10-15 years of relevant experienceRequired Travel: No Travel RequiredRequired Education: High school or equivalentHUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity national origin religion age color sex sexual orientation gender identity disability or veterans status or any other characteristic protected by local state or federal laws rules or regulations.
We endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process please contact the recruiting team. This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.
Employment Type
Full-Time
