Executive Assistant

HUB International • Ventura, CA

21h • $22 - $25 • Onsite

About The Position

The Executive Assistant provides a wide range of administrative support to the Regional President and/or other senior management members, including calendar and meeting coordination, event planning, travel arrangements, expense support, correspondence, and data entry. The role also performs receptionist duties and serves as a first point of contact for guests and callers, greeting and assisting clients with courtesy, consideration, and professionalism.

The position coordinates both business and personal logistics, including travel, dining, appointments, household vendors, and corporate and personal gifting. It maintains contact records and supports new-business opportunity records in CORE. The position must be commutable to the Ventura office. The stated expected pay range is $22–$25 per hour, depending on location and factors including skills, experience, work location, business line, scope, and level.

Requirements

• High School Diploma or GED.
• Ability to communicate effectively and professionally, orally and in writing, with internal and external customers.
• Ability to present information and respond to questions from groups of managers, clients, customers, and the general public.
• Confidence and professionalism when interacting with people at all organizational levels.
• Ability to respond to customer needs, solicit feedback, and handle difficult or emotional customer situations promptly and accurately.
• Ability to gather relevant information, analyze situations, and solve problems thoroughly and in a timely manner.
• Ability to prioritize and organize multiple tasks and responsibilities to complete work on time and accurately.
• Knowledge of administrative and office procedures and systems, including word processing, file and record management, form design, and workplace terminology.
• Proficiency with Microsoft Office Suite and Outlook.
• Must be commutable to the Ventura office.
• Ability to remain stationary for most of the workday, communicate and exchange accurate information, operate office productivity equipment, and occasionally move around the office.
• Ability to maintain an appropriate work pace, meet schedules, maintain regular attendance and punctuality, complete the normal workday or week, and work at a consistent pace.

Responsibilities

• Maintain calendars and coordinate internal and external meetings, including meal ordering and technology setup.
• Research and source venues, catering, and pricing packages for business functions and personal events.
• Book flights and coordinate domestic and international travel itineraries, hotel accommodations, and ground transportation.
• Arrange dining reservations, event and theatre tickets, and event registrations.
• Filter, organize, and clean up email inboxes; draft and send professional correspondence on behalf of the manager.
• Coordinate with the Lead Entry Team to create and update records for new business opportunities in CORE.
• Prepare and submit expense reports and reimbursement requests; process bill and income tax payments, charitable donations, and online purchases.
• Manage personal appointments, liaise with professional service providers and home vendors, and record appointments in Outlook.
• Update and maintain contact lists.
• Coordinate personal, holiday, and special-occasion gifting for corporate clients and personal contacts, including vendor sourcing, gift selection, address collection, and timely distribution.
• Perform receptionist duties, greet and assist guests, and respond to callers and clients professionally.

Benefits

• Structured training, licensing support, and ongoing development opportunities.
• Competitive pay and comprehensive health benefits.
• Retirement savings matching.
• Company-paid life and disability plans.
• Generous paid time off.
• Paid parental leave.
• Wellbeing program designed to support work/life balance.
• Collaborative culture, community impact through HUB Gives, and opportunities for career growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED