ABOUT US
At HUB International, we are a team of entrepreneurs. We believe in protecting and supporting the aspirations of individuals, families, and businesses. We help our clients evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees to learn, grow, and make a difference. 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 the 5th largest global insurance and employee benefits broker, providing a boundaryless array of business insurance, employee benefits, risk services, personal insurance, retirement, and private wealth management products and services. With over $5 billion in revenue and almost 20,000 employees in 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.
ABOUT THE ROLE
HUB International, the fifth largest global insurance broker, is currently seeking an Executive Assistant to support the U.S. Chief Legal Officer, Canadian General Counsel, other officers in the Legal Department and certain special projects and/or other needs the Department may have from time to time.
The successful Executive Assistant will embody the values of HUB in interactions with our leaders and our colleagues. They will bring a positive, proactive attitude with the ability to relate to and effectively communicate with people at all levels of the organization, excellent written and oral communication skills, strong organizational capabilities, attention to detail, and consistent follow-through. Project management experience is not a requirement, but a plus.
The individual in this role must enjoy being an Executive Assistant as a career path, take pride in their work, work smart, be perceptive to interactions in complex situations, and leverage strong competence in being and thinking two steps ahead. This is an exciting opportunity to work in a highly collaborative team environment with a fast growing, culturally diverse organization. This position will be hybrid, working primarily in the Toronto offices three days per week.
Job Responsibilities:
- Represents the Legal & Compliance team in all interactions (internal and external) in a positive and professional manner.
- Proactively manages and coordinates the daily schedule of multiple officers including the Chief Legal Officer, and Canadian General Counsel and manages the calendar, contacts, any travel arrangements, meetings, conferences, and seminars. Must be able to independently identify and resolve issues with calendar, scheduling, and travel.
- Excellent meeting/event preparation experience including set-up, scheduling, arranging for food/drinks, preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion.
- Plans, coordinates, and manages on and off- site meetings for small and large groups (100+).
- Creates, edits and sends written correspondence that is grammatically correct, tactful, eloquent, professional, and appropriately addresses the request/situation.
- Collects and prepares data and distributes reports, forms, and documents in a timely fashion.
- Maintains the team’s intranet site located on our internal website platform.
- Completes follow-up requests and various other support tasks within identified deadlines.
- Prepares and processes expense reports in a timely and accurate manner.
- Assists work teams with logistics (meeting set-up, workshops, photocopies, presentations, etc.) and report production.
- Maximizes the time and organization of the Chief Legal Officer, Canadian General Counsel and other members of the team.
Desired Experience:
- Bachelor’s degree preferred.
- 7+ years experience as an Executive Assistant (at a true executive/C-level) preferred.
- Experience working in a fast paced, growing, at times complex organization is a plus.
- Experience making domestic and international travel arrangements.
- Demonstrated ability to prioritize and work on multiple tasks concurrently.
- Success working across functional areas and with all levels in the organization.
- Strong initiative and ability to work independently – examples of ‘owning’ the work.
- Advanced and independent MS Office (Word, Excel, and PowerPoint) and Internet skills required.
- Ability to use Contract Lifecycle Management, e-billing and matter management, and/or similar systems or platforms a plus, but not required. SharePoint and shared drives organization and management a plus.
- Project management experience is a plus.
- Demonstrates a high level of integrity and the ability to maintain confidentiality.
- Sets daily priorities and manages time efficiently; seeks input when changing or competing priorities arise.
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 International, you will be part of a community of learners and doers focused on our Core Values: entrepreneurship, teamwork, integrity, accountability, and service.
Department Legal
Required Experience: 7-10 years of relevant experience
Required Travel: Negligible
Required Education: Bachelor's degree (4-year degree)
