Executive Assistant

Hub International - Chicago, IL

Full-time - Mid Level

Chicago, IL

10,001+ employees

Insurance Carriers and Related Activities

About the position

The Corporate Finance Executive Administrator at HUB International provides essential administrative support to the Chief Financial Officer and the Executive Vice President of Strategic Client Service Operations. This hybrid role requires a proactive individual who can manage complex calendars, coordinate travel, and assist with event planning while maintaining confidentiality and professionalism. The position is crucial for ensuring smooth operations within the finance team and supporting corporate initiatives.

Responsibilities

• Manage the calendars for the CFO and Executive Vice President, prioritizing appointments based on urgency and importance.
• Schedule meetings for the Finance and Strategic Client Service Operations teams, optimizing attendance by coordinating calendars.
• Coordinate travel arrangements, including itinerary preparation and expense report completion.
• Handle sensitive matters with discretion and confidentiality.
• Assist with event planning for the Finance and Strategic Client Service Operations teams, including logistics and communications.
• Create and update executive-level presentations and reports to track team performance.
• Coordinate the service year anniversary program for the finance team in collaboration with HR.
• Provide ad hoc assistance to the direct reports of the executives when capacity allows.
• Support corporate events and initiatives that require in-person presence in the Chicago office.
• Assist with onboarding 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 in large organizations.
• Strong professional judgment to manage multiple competing priorities effectively.
• Ability to maintain confidentiality and demonstrate professional maturity.
• Excellent written and verbal communication skills.
• Proven success in driving results and collaborating with others.
• Adaptability and flexibility to adjust to changing business needs.
• Proficiency in Microsoft Office suite, especially Outlook, Word, PowerPoint, and Excel.
• Experience with travel booking and expense management software.
• Detail-oriented and organized, with experience in fast-paced environments.