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 representing the organization in a professional and polished manner while managing general office functions. This position works directly with the Executive Leadership Team, Operations Team, and Branch Office Network, ensuring that all administrative tasks are executed efficiently and effectively. The Executive Assistant is responsible for a wide variety of projects, documentation, reports, and communications under the general direction of the Executive. This includes coordinating and scheduling meetings, completing timely and accurate minutes, and managing travel details for the Executive and guests of HUB. Additionally, the role involves handling expense reports and coordinating pre-authorized payments for various vendors. In terms of office management, the Executive Assistant will order employee name plates and signage, maintain security and organization within the office, and manage vendor relationships to ensure proper services throughout the Branch network. This includes approving invoices for recurring expenses and ensuring that all signage meets internal standards. The Executive Assistant will also handle repairs and maintenance of non-IT equipment and communicate proactively with property managers to report and correct issues, coordinate improvements, and ensure compliance with lease agreements. Furthermore, the role includes assisting with new hire onboarding and offboarding processes. The Executive Assistant will also coordinate in-office events such as birthdays, lunches, and employee celebrations, as well as external events on behalf of the Executive, including holiday parties and local conferences. They will participate in charity and social committee meetings, ensuring that events are organized according to the Executive Leadership Committee's availability and budget. Additionally, the Executive Assistant may assist with receptionist coverage when needed and will manage office branding, signage, and renovations, working within budget and time frames set by the Chief Operating Officer. This position reports directly to the President and CEO and takes direction from local Executive Management Team members, requiring a strong understanding of the organization’s administrative practices and the ability to develop good working relationships with management and co-workers.

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, coordinate improvements, and ensure lease agreements are honored.
• Assist with select new hire onboarding and offboarding, including granting or removing office, building, and parking accesses.
• Coordinate in-office events such as birthdays, lunches, potlucks, business meetings, and employee celebrations.
• Organize 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.
• Coordinate with administrative staff at other offices to schedule and organize events such as Town Hall Meetings and Employee Appreciation Day.
• Assist with receptionist coverage in the event of a last-minute need.
• 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, including signage and furniture.
• Manage local office supply inventory levels and interact with suppliers regarding price, delivery, and order discrepancies.
• Manage the supply and order of business cards for all HUB personnel.

Requirements

• High school diploma or equivalent.
• 2-5 years of relevant experience performing executive administrative support highly desired.
• Standard office administrative practices and procedures, including the use of standard office equipment and technology/software including Microsoft Office (particularly Outlook, Excel, Word, and PowerPoint).
• Proficiency in developing presentations using Microsoft Office products or Canva.
• Proficiency in managing Microsoft Outlook calendars for other individuals.
• Outgoing, friendly demeanor with strong teamwork skills.
• Strong proven organizational skills.
• Proactive approach to problem-solving.
• Good oral communication and interpersonal skills.
• Self-motivated with the ability to meet deadlines in a timely and efficient manner.