Administrative Assistant

ABOUT US

At HUB International, we are a team of entrepreneurs. We believe in protecting and supporting the aspirations of individuals, families, and businesses. We help our clients evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees to learn, grow, and make a difference. Our structure enables our teams to maintain their own unique, regional culture while leveraging support and resources from our corporate centers of excellence.

HUB is a global insurance and employee benefits broker, providing a boundaryless array of business insurance, employee benefits, risk services, personal insurance, retirement, and private wealth management products and services. With over $5 billion in revenue and almost 20,000 employees in 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to our Executive Vice President of Technology and Operations and their leadership team. This role requires an experienced professional who can work independently, manage complex schedules, and handle confidential information with discretion. The ideal candidate will serve as a trusted partner to the executive while providing additional support to the Technology and Operations departments as needed.

Key Responsibilities

Calendar and Meeting Management

• Manage and maintain calendars, making decisions about scheduling priorities and meeting arrangements
• Coordinate and schedule meetings with internal and external stakeholders
• Anticipate scheduling conflicts and proactively resolve them

Travel Coordination

• Arrange domestic travel itineraries
• Anticipate potential travel obstacles and develop contingency plans
• Ensure all travel arrangements align with company policies

Communication Management

• Screen and prioritize incoming emails and telephone calls
• Exercise sound judgment in determining appropriate responses and timing
• Compose professional correspondence on behalf of the team
• Maintain confidentiality of sensitive communications

Financial and Administrative Tasks

• Prepare and maintain expense reports with accuracy and attention to detail
• Reconcile accounts and ensure timely processing
• Review and audit data for accuracy and completion

Project and Event Coordination

• Create polished presentations and documents using Microsoft Office Suite
• Coordinate and assist with planning departmental events
• Manage multiple projects simultaneously while meeting deadlines
• Take ownership of ad hoc assignments and special projects

Team Support

• Provide backup coverage for Reception and other Administrative Assistants
• Collaborate with team members in a fast-paced environment
• Support department needs as they arise

Required Qualifications

Experience

• Minimum 2-3 years of administrative experience
• High school diploma or equivalent required; bachelor's degree preferred

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to create professional presentations and documents

Core Competencies

• Strong organizational and time management skills
• Excellent interpersonal and communication abilities (both verbal and written)
• Professional presence and business acumen
• Strong attention to detail and accuracy
• Ability to adapt quickly to changing priorities
• Capacity to work independently while functioning as an effective team player
• High degree of initiative and self-motivation

Personal Attributes

• Positive attitude and energetic personality
• Integrity and professionalism
• Discretion in handling confidential information
• Flexibility and comfort in a dynamic, evolving work environment
• Willingness to work overtime when necessary

JOIN OUR TEAM

Do you believe in the power of innovation, collaboration, and transformation? Do you thrive in a supportive and client focused work environment? Are you looking for an opportunity to help build and drive change in a rapidly growing and evolving organization? When you join HUB International, you will be part of a community of learners and doers focused on our Core Values: entrepreneurship, teamwork, integrity, accountability, and service.

Disclosure required under applicable law in California, Colorado, Illinois, Maryland, Minnesota, New York, New Jersey, and Washington states: The expected salary range for this position is $25-$30 hourly 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. If you believe that your qualifications and experience surpass the minimum requirements for this role, we encourage you to submit your application. By doing so, we will be able to keep your application on file for consideration for potential future positions within our organization. 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.

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

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