Administrative Assistant

Hub International Insurance • Chicago, IL

20d • $25 - $30

About The Position

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 a 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. Position Overview We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to our Executive Vice President of Technology and Operations and their leadership team. This role requires an experienced professional who can work independently, manage complex schedules, and handle confidential information with discretion. The ideal candidate will serve as a trusted partner to the executive while providing additional support to the Technology and Operations departments as needed.

Requirements

• Minimum 2-3 years of administrative experience
• High school diploma or equivalent required; bachelor's degree preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to create professional presentations and documents
• Strong organizational and time management skills
• Excellent interpersonal and communication abilities (both verbal and written)
• Professional presence and business acumen
• Strong attention to detail and accuracy
• Ability to adapt quickly to changing priorities
• Capacity to work independently while functioning as an effective team player
• High degree of initiative and self-motivation
• Positive attitude and energetic personality
• Integrity and professionalism
• Discretion in handling confidential information
• Flexibility and comfort in a dynamic, evolving work environment
• Willingness to work overtime when necessary

Responsibilities

• Calendar and Meeting Management Manage and maintain calendars, making decisions about scheduling priorities and meeting arrangements
• Coordinate and schedule meetings with internal and external stakeholders
• Anticipate scheduling conflicts and proactively resolve them
• Travel Coordination Arrange domestic travel itineraries
• Anticipate potential travel obstacles and develop contingency plans
• Ensure all travel arrangements align with company policies
• Communication Management Screen and prioritize incoming emails and telephone calls
• Exercise sound judgment in determining appropriate responses and timing
• Compose professional correspondence on behalf of the team
• Maintain confidentiality of sensitive communications
• Financial and Administrative Tasks Prepare and maintain expense reports with accuracy and attention to detail
• Reconcile accounts and ensure timely processing
• Review and audit data for accuracy and completion
• Project and Event Coordination Create polished presentations and documents using Microsoft Office Suite
• Coordinate and assist with planning departmental events
• Manage multiple projects simultaneously while meeting deadlines
• Take ownership of ad hoc assignments and special projects
• Team Support Provide backup coverage for Reception and other Administrative Assistants
• Collaborate with team members in a fast-paced environment
• Support department needs as they arise

Benefits

• HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance, FSA, HSA and 401(k) accounts, paid-time-off benefits such as vacation, sick, and personal days, and eligible bonuses, equity and commissions for some positions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees