Executive Assistant

Hub International - Dallas, TX

Full-time - Entry Level

Dallas, TX

10,001+ employees

Insurance Carriers and Related Activities

About the position

The Executive Assistant at HUB International plays a crucial role in supporting the Executive Leadership Team and ensuring smooth office operations. This position involves managing various administrative tasks, coordinating meetings and travel, and overseeing office management functions. The Executive Assistant is expected to represent the organization professionally while maintaining effective communication and organization within the office environment.

Responsibilities

• 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.
• Order employee name plates and office signage.
• Maintain security, office organization, cleanliness, and tidiness.
• Manage 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 meets internal standards and brands the organization consistently.
• Handle repairs and maintenance of all non-IT equipment and facility issues.
• Communicate proactively with property managers to report and correct problems and coordinate improvements.
• Assist with select new hire onboarding and offboarding, including granting or removing access to office, building, and parking.
• Coordinate in-office events such as birthdays, lunches, and employee celebrations.
• Coordinate external events on behalf of the Executive, such as holiday parties 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.
• Organize Branch Office branding and signage.
• Manage on-site branch and head office renovations and furniture/office/workstation moves with vendors and tradesmen.
• Order materials for moves and renovations and manage local office supply inventory levels.

Requirements

• High school diploma or equivalent.
• 2-5 years of relevant experience performing executive administrative support.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and Canva.
• Strong organizational skills and proactive problem-solving abilities.
• Good oral communication and interpersonal skills.
• Self-motivated with the ability to meet deadlines efficiently.