Executive Assistant

2 days ago

Burnaby, Canada HUB International Full time

HUB International is continuously GROWING, and we are looking for individuals with an ENTREPRENEUR mindset to join our team

We are BC’s largest insurance broker, growing 15% year over year We offer stability, career development opportunities, and a strong team working environment. Whether you’re just starting out in insurance, or a seasoned veteran, HUB can take you to your next career goal.

We are Proud to Offer

Competitive compensation

Comprehensive tuition financing and career-related training and development

Team Contests, Performance Recognition, & Team Events

Company matching RRSP contributions

Customizable flexible benefits options for you and your family

We promote work-life balance through flexible scheduling and hours

A progressive employee assistance program through LifeWorks

Mental and physical wellness initiatives

**HUB Cares**: we are a company that gives back and is active in the community

Mileage reimbursement for vehicle use (if applicable)

The Opportunity

We are seeking an Executive Assistant to support our President and Executive Management team. We are looking for an independent self-starter who is resourceful and takes initiative to execute tasks in an efficient and streamlined manner; You are encouraged to recommend best practices for managing administrative and operational duties effectively. You must thrive in a dynamic and ever-changing landscape. Your foresight can prevent problems before they even arise, but if problems do come up, then you have a natural ability to independently assess the situation and find a solution.

Our Burnaby Still Creek head office location is centrally located in the Willingdon Business Park near Brentwood Town Centre. This location is easily accessible by the Gilmore sky train station with many shops, restaurants and other amenities nearby.

The Responsibilities

Provide direct administrative and office management support to all members of the executive team, as directed.

Maintain work schedules and calendars of executive management

Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff.

Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.

Source and book venues, transportation options, and all other event needs

Coordinate & manage client and employee gifting

Coordinate and order catering for multiple office events/meetings

Meeting Coordination and Management (On-site and Off-site)

Schedule, plan and organize meetings

Set up and take down meeting rooms

Prepare meeting agendas, minutes

Convert data to visual presentations (PowerPoint, Word, Excel and Visio)

Prepare reports, audit replies, letters

Provide administrative support as required for day-to-day business operations or special projects

Submit expense reports via Oracle

Coordinate & book travel via Concur

Other duties and responsibilities as assigned

The Requirements

3+ years of experience in a similar role supporting others at the executive level

Experience upholding high standards of ethics and confidentiality while handling sensitive information

Can organize, prioritize, and work in a fast-paced, dynamic environment with ever-changing priorities

Highly detail-oriented individual who works with a great level of accuracy

Strong client servicing skills; able to build rapport and relationships to better understand and support their internal partners and their needs

Strong verbal and written communication skills

**Tech-Savvy**: Proficient in MS Office (Outlook, Word, Excel, PowerPoint, Visio) with experience using pivot tables, V-Lookups, and Excel formulas

Asset Experience that Will Make You Stand Out

Post-Secondary education

Insurance industry experience

The Soft Skills

An independent self-starter who can problem solve and effectively execute tasks with confidence and diligence

Honest and transparent individual who communicates with candor

Motivated individual who is looking to build a long-term career with HUB

Strong team player who can coordinate and collaborate well with others

Ability to exercise good judgment, show initiative and be proactive

Our Culture Starts with You

We are looking for SELF-STARTERS with an ENTREPRENEURIAL mindset who will take OWNERSHIP of their business

We want you to be INNOVATIVE and open to sharing your ideas

You work with URGENCY while providing a high level of PROFESSIONAL SERVICE towards our customers, communities, & colleagues.

You are a TEAM PLAYER who positively impact those around them; We MOTIVATE each other to GROW TOGETHER

You work with a high degree of INTEGRITY and ACCOUNTABILITY

Department Business Operations

**Required Experience**: 2-5 years of relevant experience

**Required Travel**: No Travel Required

**Required Education**: Diploma

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