Executive Assistant (Human Resources and Legal)

About Us

At HUB International we are a team of entrepreneurs. We believe in protecting and supporting the aspirations of individuals families and businesses. We help our clients evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees to learn grow and make a difference. Our structure enables our teams to maintain their own unique regional culture while leveraging support and resources from our corporate centers of excellence.

HUB is a global insurance and employee benefits broker providing a boundaryless array of business insurance employee benefits risk services personal insurance retirement and private wealth management products and services. With over $5 billion in revenue and almost 20000 employees in 600 offices throughout North America HUB has grown substantially in part due to our industry leading success in mergers and acquisitions.

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to the Chief Human Resources Officer (CHRO) the HR Leadership Team and the Legal Leadership Team. This role serves as a critical operational hub managing complex calendars sensitive information and coordination across two strategically vital functions. The ideal candidate is proactive and thrives in a fast-paced environment where priorities shift quickly and confidentiality is critical.

KEY RESPONSIBILITIES

Executive Support CHRO

• Own a complex dynamic calendar including executive team and Board meetings recurring meetings (HR HR Leadership Team direct reports Presidents and Executive Management Team members) and other internal and external meetings. Independently decides what is scheduled and when based on priorities.

• Coordinate domestic and international travel arrangements including detailed itineraries and navigating travel challenges.

• Submit expense reports in accordance with company policy.

• Prepare briefing materials presentations reports and correspondence on behalf of and for the CHRO.

• Prioritize meeting requests and ensure timely CHRO follow-through on action items.

• Serve as a gatekeeper and trusted liaison between the CHRO and internal/external stakeholders.

• Submit invoices for payment and track expenses to ensure adherence to budget.

HR & Legal Leadership Team Support

• Partner with the Lead Legal Executive Assistant for direction and coordination of Legal team support.

• Coordinate scheduling and logistics for HR and Legal leadership team meetings offsites training programs and planning sessions.

• Plan and execute internal events for Legal and HR teams including annual functional summits and oversee all aspects including operations logistics vendor coordination and event production.

• Coordinate employee engagement event planning in Chicago.

• Support onboarding of new HR and Legal leaders.

• Support onboarding of new Executive Assistants.

• Partner with HR and Legal team members on special projects and on-going administrative tasks.

• Support project planning and management

Required

• 5 years of executive assistant or senior administrative experience with at least 2 years supporting C-suite executives.

• Demonstrated ability to manage competing priorities and operate effectively under pressure with minimal supervision.

• Strong attention to detail.

• Exceptional written and verbal communication skills; ability to draft executive-quality documents and communications.

• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaboration tools (Teams Zoom SharePoint.)

• Proven track record of maintaining strict confidentiality in a legal HR or executive environment.

• Strong project management skills with high attention to detail and follow-through.

• Proven success in driving for results and collaborating with others to make it happen.

• Adaptability and flexibility to adjust to changing business and leader needs.

Preferred

• Experience supporting HR or Legal functions in a large company.

• Bachelors degree in Business Administration Human Resources Communications or a related field.

• Experience supporting multi-functional or matrix leadership teams.

• Interest in a potential career in HR.

JOIN OUR TEAM

Do you believe in the power of innovation collaboration and transformation Do you thrive in a supportive and client focused work environment Are you looking for an opportunity to help build and drive change in a rapidly growing and evolving organization When you join HUB you will be part of a community of learners and doers focused on helping our leaders maximize the potential of their employees.

Disclosure required under applicable law in California Colorado Illinois Maryland Minnesota New York New Jersey and Washington states: The expected salary range for this position is $60000- $90000 (non-exempt) 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: 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.

HUB 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.

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