About HUB
In a rapidly changing world, HUB advises businesses and individuals on how to prepare for the unexpected. As one of the world's 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 organizationhave a desire to help others protect their futurehave an entrepreneurial spirit and are challenged by the opportunity to grow the businessare focused on learning and development to enhance your industry knowledge and expertiseare a self-starter willing to invest time and energy to learn the technical aspects of ourbusinessbelieve 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 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.

MAJOR RESPONSIBILITY AREAS:

Executive SupportManage a wide variety of projects, documentation, reports and communications under the general direction of the ExecutiveCoordinate and schedule meetings and complete timely and accurate minutes as neededCoordinate pre-authorized payments and credit card payments for a variety of vendors as neededCoordinate a variety of travel details for the Executive and guests of HUB.Complete expense reports for the executives supported by the Executive AssistantAssist executive team with client information data entry and reporting

Office ManagementOrder employee name plates, employee office signageMaintain security, office organization, cleanliness and tidinessManage 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 mannerHandle repairs and maintenance of all non-IT equipment and facility issuesCommunicate 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 CoordinationCoordinate events such as employee celebrations, Town Hall Meetings, Executive Management Team meetings, and Employee Appreciation DayExternal events on behalf of the Executive such as holiday party and other social functions and local conferences

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

Project ManagerOrganize Branch Office branding and signageOrganize 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 renovationsWork within budget and time frames set out by Chief Operating Officer

OtherIs 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 equivalentExperience 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 individualsOutgoing, friendly with strong demonstration of teamworkStrong proven organizational skillsProactive approach to problem-solvingGood oral communication and interpersonal skillsSelf-motivatedAbility to meet deadlines in a timely and efficient manner

The expected salary range for this position is $45,000 to $50,000 and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s 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 & Clerical

Required Experience: 10-15 years of relevant experience

Required Travel: No Travel Required

Required Education: High school or equivalent

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 veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

E-Verify Program

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 HUBRecruiting@hubinternational.com. This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.