Hub International - Dallas, TX
posted 3 months ago
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.