Executive Assistant

Job Description

ABOUT US

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 while leveraging support and resources from our corporate centers of excellence.

HUB is one of the largest global insurance and employee benefits broker, providing a boundaryless array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services. With over 20,000 employees in more than 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.

POSITION SUMMARY

The Corporate Finance Executive Administrator reports into the Chief Financial Officer and will provide administrative support for two executives – the CFO and the Executive Vice President, Strategic Client Service Operations – as well as ad hoc support to their teams as required. The position is located in the Chicago Loop area and is a hybrid role (requiring 3 days per week in the office at 150 N Riverside Plaza in Chicago). In addition to providing traditional executive assistant support, the role may also be asked to support duties or events relating to the corporate headquarters (e.g., large-group meeting support, event support, back-up to other corporate administrative staff).

KEY RESPONSIBILITIES

Administrative support:

• Own and manage the calendar for the two executives listed above with the ability to independently decide what is scheduled and when based on priorities.
• Schedule large- and small-group meetings on behalf of the Finance and Strategic Client Service Operations teams, coordinating calendars and availability to optimize attendance
• Coordinate travel including managing itinerary preparation, navigating travel challenges, and completing monthly expense reports
• Confidentially handle sensitive matters promptly and with discretion.
• Support Finance and Strategic Client Service Operations teams with event planning, including local and broad engagement initiatives. Support could include travel, accommodations, meals, logistics, managing attendance, communications, developing agendas, distributing materials, etc.
• Assist with consolidating content and creating/updating executive level presentations.
• Assist with requesting and/or generating reports from various systems to monitor and track team / company performance.
• Coordinate the service year anniversary program for the finance team, working with HR
• Provide other administrative support as required.

Other support:

• When capacity allows, provide ad hoc assistance to the direct reports of the two primary executives.
• Provide periodic support to corporate events / initiatives that require in-person presence in the Chicago office. Examples could include support of large leadership meetings or office celebrations; onsite support to visiting executives; real estate projects; occasional back-up support to reception or other office admin staff.
• Support other cross-functional projects or initiatives that involve the Finance or Strategic Client Service Operations teams.
• Provide onboarding support to new senior members of the Finance or Strategic Client Service Operations teams.

REQUIREMENTS

• Bachelor’s degree in HR, Business, Communications, or a related field.
• At least 5 years of executive assistant or similar experience supporting executives at a similar level in organizations of similar size / scale.
• Professional judgment to manage and prioritize multiple competing priorities and seek optimal outcomes for all stakeholders.
• Professional maturity appropriate for maintaining confidentiality.
• Strong written and verbal communication skills.
• Proven success in driving results and collaborating with others.
• Adaptability and flexibility to adjust to changing business and manager needs.
• Demonstrated proficiency with the Microsoft Office suite, particularly Outlook, Word, PowerPoint, and Excel.
• Experience with travel booking and expense management software.
• Detail oriented and organized.
• Experience working in a fast-paced environment with constantly changing business needs and demands.
• Adaptability and ability to handle ambiguous situations.

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, you will be part of a community of learners and doers focused on helping our leaders maximize the potential of their employees.

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 $60,000- $90,000 (non-exempt) 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. HUB International is proud to offer comprehensive benefit and total compensation packages: 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.