Administrative Assistant

Join a Winning Team at HUB International 

When you join the team at HUB International, you become part of the 5th largest global insurance broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services. Becoming a part of HUB means that you thrive in an entrepreneurial and fast paced team environment supported by over 20,000 professionals in 500+ offices across North America. You will be able to actively contribute to our track record of year over year growth fueled by innovative new products and services, mergers and acquisitions, and a great team of people. As part of our talent engine, you will exemplify our strong core values which drive our unique corporate culture. HUB’s entrepreneurial spirit is evident in our people, products and philanthropic initiatives and we are passionate about our talent! 

About the Position: 

The position reports to the Director of Accounting & Operations.  Key responsibilities include general office management, arranging internal and external events, providing administrative support to the accounting teams. 

Key Responsibilities 

• Handling the bank and mail run each day 

• Taking of meeting minutes 

• General office management such as ordering supplies, working with vendors to ensure facilities are operating properly 

• Organizing travel and accommodations for staff as required 

• Arranging internal and external events 

• Support the onboarding of new employees and offboarding of exiting staff 

• Contribute to a cooperative team environment in which cross functions are assumed as necessary in order to meet department deadlines and goals 

• Manage Reception desk/answer phones and direct calls. 

• Manage all office administration tasks, including general office and business supply orders, equipment maintenance, maintenance of files and overseeing general office appearance and repair issues. 

• Manage incoming and outgoing mail/correspondence on a daily basis. 

• Support service staff with printing/preparing client deliverables. 

• Support hiring managers with new hire onboarding and processing; train associates on phone and other office systems and programs; order business cards; prepare work space. 

• Coordinate information technology in conference rooms; i.e. video conferencing systems. 

• Manage conference room scheduling. 

• Restock supplies, which may involve lifting boxes and reaching high shelves. 

• Interface with external parties/vendors for work or events in our suite. 

• Oversee the general cleanliness, good order, and professional appearance/impressions for the office. 

• Ensure the common areas (kitchen, conference rooms, front area) are clean, working, and properly scheduled. 

• Transaction management of off-site office files to retrieve/destroy as needed/required. 

• Provide back-up assistance to office and company staff as needed 

• Other duties as assigned 

<