Executive Assistant

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 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 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 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