Executive Assistant

Job description

At HUB International, we are a team of entrepreneurs. We believe in empowering our clients, and we do so by protecting businesses and individuals in our local communities.

We help businesses evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees.

As a global firm, we offer employees resources in both technology and industry expertise, but we still maintain the local flavor of our offices.

Our structure enables our teams to maintain their own unique, regional culture.

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
• 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
• In-office events such as birthdays, lunches, potlucks, business meetings and employee celebrations
• External events on behalf of the Executive such as holiday party and other social functions and local conferences
• Coordinate HUB Gives initiatives in coordination with charity / fun committees
• Participate in and / or lead charity / social / fun committee meetings and ensure events are organized as per the Executive Leadership Committee’s availability and budget allowed
• Coordinate with administrative staff at other offices within the region to schedule and organize events such as Town Hall Meetings, Executive Management Team meetings, and Employee Appreciation Day
• 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
• 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.

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 or Canva
• 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
30+ days ago