Executive Assistant

Horan Securities, Inc.; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Join a leading insurance brokerage as an Executive Assistant, supporting the CEO and COO in a dynamic, hybrid work environment. This role requires strong communication and organizational skills, with opportunities for professional growth and a supportive team culture.

Benefits

Competitive compensation package

Flexible working arrangements

Comprehensive benefits package

HUB-sponsored training programs

Discounts on events and travel

Qualifications

• 7+ years of experience as an Executive Assistant preferred.
• Experience in a fast-paced, complex organization is a plus.

Responsibilities

• Manages and coordinates the daily schedule of CEO & COO.
• Prepares and processes expense reports in a timely manner.
• Represents the CEO & COO in all interactions positively.

Skills

Communication

Organization

Initiative

Integrity

Education

Diploma

Tools

MS Office

SharePoint

Job description

About The Role

The successful Executive Assistant will embody the values of HUB in interactions with our leaders and colleagues. They will bring a positive, proactive attitude, 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, 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.

What You’ll Do

• Represents the CEO & COO in all interactions (internal and external) positively and professionally.
• Proactively manages and coordinates the daily schedule of multiple officers, including the CEO & COO and manages the calendar, contacts, travel arrangements, meetings, conferences, and seminars. Must be able to independently identify and resolve calendar, scheduling, and travel issues.
• 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-site 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 promptly.
• 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 CEO & COO, Canadian,and at times, other members of the executive team.

What You’ll Need for Success

• 7+ years of experience as an Executive Assistant (at a true executive/C-level) preferred.
• Experience working in a fast-paced, growing, and 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 is a plus, but not required. SharePoint and shared drives organization and management are also 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.

Elevate Your Career with HUB International

Choosing HUB International means aligning your career with the premier insurance brokerage in Canada and the fifth-largest global insurance and employee benefits broker worldwide. Our expansive network, powered by over 20,000 dedicated professionals across 500 offices in North America, sets the stage for an enriching career that promises both stability and remarkable growth opportunities. For a deeper insight into our values and vision, we invite you to explore: https://www.hubinternational.com/en-CA/about-us/.

Your Advancement and Well-being: Our Priority

At HUB, we place immense value on our team's well-being and professional development. Here’s what you can look forward to as part of the HUB Team:

• Recognized Rewards: Thrive in a supportive environment that values your contributions with a competitive compensation package that includes incentives, bonuses, and additional earning opportunities.
• Work-Life Balance: Take advantage of flexible working arrangements and generous time-off policies that adapt to your needs and lifestyle.
• Comprehensive Benefits: Access a robust benefits package, including company-matched RRSPs, designed to support you and your family.
• Professional Growth: Advance your career with HUB-sponsored training programs, tuition reimbursement, and other development opportunities tailored to help you succeed.
• Industry Support: Benefit from reimbursements for professional licensing and membership fees, reflecting our investment in your expertise.
• Exclusive Perks: Enjoy special discounts on events, travel, accommodations, and personal home & auto insurance, making your HUB experience even more rewarding

Culture and Belonging: Our Commitment

HUB International is dedicated to fostering a culture where everyone feels a sense of belonging. We value each team member's unique experiences and perspectives, creating an environment where all voices are welcomed and respected. If you require assistance or accommodation at any stage of the recruitment process, we encourage you to let us know—we’re here to support you. At HUB, building an inclusive workplace isn’t just part of what we do—it’s at the heart of who we are.

Service: Our Ethos

At HUB International, service defines who we are. This dedication extends to our clients, our employees, and the communities we’re proud to support. Our regional offices actively engage in local initiatives, reflecting our commitment to giving back and making a meaningful difference.

When you join HUB, you’ll find more than just a career—you’ll become part of a team where your skills are valued, your growth is encouraged, and your contributions have a lasting impact.

#LI-hybrid

Department Account Management & ServiceRequired Experience: 5-7 years of relevant experienceRequired Travel: Up to 25%Required Education: Diploma