A path for every ambition.
At HUB, we believe the best work happens when people are given real space to grow and then given the autonomy to exercise it. We power progress and protect ambition: for the clients who count on us, and equally for the people who make that possible every day.
We’re creative thinkers and determined doers, guided by values that show up in how we work together: with empathy, adaptability, accountability and a genuine commitment to one another’s success. We foster bold ideas, celebrate curiosity and share what we know. Because when people grow, the work they do grows with them.
Our purpose is deeply human: to help people navigate the world on their terms, at their speed, toward their future. We hold that same commitment to the people building careers here.
Whether you’re starting out or leveling up, you’ll find the resources to evolve, the support to take on more and a team ready to back you at every stage.
Your ambition has a home here.
Position Summary:
The Executive Assistant provides high-level administrative and event coordination support to the incoming President, Chief Sales Officer and Executive Management Team.
This is an 18-month contract role is ideal for someone who thrives in a fast-paced, ever-changing environment and can confidently juggle multiple priorities with calm, precision, and attention to detail. You are proactive by nature, anticipating needs and preventing issues before they arise. When challenges do occur, you assess situations quickly and take a thoughtful, solutions-focused approach.
Responsibilities:
Maintain calendars & work schedules
Prepare travel schedules, book travel arrangements, and make reservations for hotels, restaurants, car rentals & car services as need be.
Help coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events. Source and book venues, transportation options, and all other event needs
Coordinate & manage client and employee gifting
Coordinate and order catering for multiple office events/meetings
Meeting Coordination and Management (On-site and Off-site) Schedule, plan and organize meetings
Set up and take down meeting rooms
Prepare meeting agendas, minutes
Convert data to visual presentations (PowerPoint, Word, Excel)
Prepare Minutes for confidential Executive meetings
Provide administrative support as required for day-to-day business operations or special projects
Expense management and submissions
Other duties and responsibilities as assigned
Skills, Characteristics & Qualifications
1-3 years of experience in a similar role supporting executives or senior leaders
Proven ability to handle sensitive and confidential information with discretion and professionalism
Strong organizational skills with the ability to prioritize effectively in a fast-paced environment
Highly detail-oriented with a strong focus on accuracy and follow-through
Excellent interpersonal skills, with the ability to build strong working relationships
Strong verbal and written communication skills
Tech-savvy with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), including experience with pivot tables, VLOOKUPs, and Excel formulas
Comfortable using, or open to learning, AI tools to support day-to-day work and improve efficiency
The expected salary range for this position is $75,000 to $85,000 and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s business line, scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include extended health benefits, disability insurance, RRSP matching, paid-time-off benefits, and eligible bonuses, and commissions for some positions.
If this sounds like a place you want to be or want to talk to us about the role and opportunities, contact us or apply now. To find associated positions at our HUB simply search myHUBbc as a keyword…