Job Description

Ignite your potential. Impact what matters.
Hi, we're HUB - a network of doers with diverse stories and a shared goal to support our clients and communities. To do it, we believe in supporting each other, because great work happens when people come together, and that means building a team where anyone can spark an idea, and where everyone can make a difference. Where pushing ourselves forward helps us give more to others.
When you partner with us, you're at the center of a vast network of risk, insurance, employee benefits, retirement and wealth management specialists that bring clarity to a changing world with tailored solutions and unrelenting advocacy - so you're ready for tomorrow.
The Opportunity!
The Executive Assistant represents the Organization in a professional, polished manner and is responsible for the direct support of the Executive Leadership Team and Senior Leadership Team. From time-to-time additional support is required and provided to the Operations Team Branch Office Network, and the Reception Team.
This position manages a large volume and plays a key role in leading the coordination of a wide variety of administrative and executive assistant responsibilities at a senior support level including: task scheduling, reviewing, prioritizing and responding to inquiries, answering and returning phone calls, preparing and organizing documents including the board portal, maintaining records, travel planning and expense reporting.
3-Month Contract position based out of our Head Office, with the possibility of extension based on business needs.
Major Responsibility Areas:
Executive Support

• Manage a wide variety of projects, documentation, reports and communications under the general direction of the Executive
• Coordinate 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.

Office Management

• Order employee name plates, employee office signage
• Maintain security, office organization, cleanliness and tidiness
• Coordinate the supply of various promotional calendars under the direction of CSO
• 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.

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, town hall and other social functions
• Coordinate HUB Gives initiatives at the direction of the Executive
• Coordinate corporate tickets for sporting events, insurance conferences and activities
• Lead the Social Committee meetings and ensure events are organized as per the Executive Leadership Committee's availability and budget allowed
• Coordinate promotional signage details for hole in one events

Administration Team

• Organize how the Reception and Admin team work is organized, coordinated and completed
• Last up reception coverage and generally only 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.
• Co-ordinates with the Regional Branch Operations Managers, the ordering of HUB Clothing in the spring and in the fall. Arranges for each office to see clothing samples and collects the orders for each office. Prepares the cost worksheet for each employee order and submits to payroll for pay deduction.
• Manages, maintains and prepares all cancelled files and accounting records for offsite file storage. Inventories each box for easy future reference. Is responsible for requesting file retrieval from our third party storage facility and returning the file or box to storage when use is completed.

What you will bring to the role:

• Minimum Grade 12 education, or equivalent is required.
• Experience working in an environment such as an insurance company, insurance brokerage/agency or consulting firm would be considered an asset.
• Motivated to help support a diverse team and contribute to a team environment.
• Pro-active and a self-starter with a keen attention to detail.
• Demonstrated ability to communicate effectivity in both written and verbal.
• Works well in a fast paced, client-focused environment.
• Proficiency in windows-based computer systems.

Why Join HUB?

• An exceptional, welcoming, and inclusive company culture.
• Excellent compensation, benefits, RRSP match, referral incentives, and company perks.
• Work flexibility.
• Paid educational training and vast learning opportunities.
• Room for advancement and growth within the organization.
• Paid half a day off for volunteering in your community- HUB is a company that gives back and is active in our communities.
• Paid day off for your birthday - we want to celebrate you!

What makes us different than all the rest?
Our Vision: To be everywhere risk exists - today and tomorrow. Helping protect what matters most.
Our Mission: To protect and support the aspirations of individuals, families, and businesses. To empower our employees to learn, grow and make a difference in their communities.
Our Core Values:

• Entrepreneurship: We encourage innovation and educated risk-taking.
• Integrity: We do the right thing every time.
• Teamwork: We work together to maximize results.
• Accountability: We measure and take responsibility for outcomes.
• Service: We serve clients, communities, and colleagues.

Ready to join HUB and build a career in a rapidly growing industry? Apply today for the Executive Assistant opportunity at our Head Office location!
Department Business Operations
Required Experience: 2-5 years of relevant experience
Required Travel: Up to 25%
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Skills Required