Executive Assistant

HUB International; Vancouver; On-site; CAD 75,000 - 85,000; Full time

Benefits offered by this job

Health benefits

RRSP matching

Paid time off

Parental leave

Wellbeing program

Job summary

HUB International is seeking an Executive Assistant to provide high-level administrative and event coordination support to the incoming President, Chief Sales Officer, and Executive Management Team. This 18-month contract role requires calm, proactive multitasking in a fast-paced environment, with a focus on precision and discretion.

You will manage calendars, travel, meetings, and events, coordinate venues and catering, and prepare presentations and minutes.

Qualifications

• 1-3 years of experience supporting executives or senior leaders.
• Proven ability to handle sensitive and confidential information with discretion.
• Strong organizational skills with the ability to prioritize in a fast-paced environment.
• Highly detail-oriented with accuracy and follow-through.
• Excellent interpersonal and written communication skills.
• Tech-savvy with Microsoft Office, including pivot tables, VLOOKUPs, and Excel formulas.
• Comfortable using AI tools to support day-to-day work and improve efficiency.

Responsibilities

• Maintain calendars and work schedules for executives.
• Prepare travel schedules and book travel arrangements.
• Coordinate logistics of executive programs and events.
• Source and book venues, transportation, and other event needs.
• Manage client and employee gifting and catering for events.
• Prepare meeting agendas and minutes; take notes for confidential meetings.

Skills

Calendar management

Travel coordination

Event coordination

MS Office

Confidentiality

Communication

Tools

Microsoft Office

Pivot tables & VLOOKUP

AI tools

Job description

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

Salary and Benefits

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.

What we offer you

• Competitive pay with comprehensive health benefits, retirement savings matching and company-paid life and disability plans
• Generous paid time off, paid parental leave and a wellbeing program designed to support real work/life balance
• A collaborative, high-performing culture with meaningful engagement, community impact through HUB Gives and genuine room to grow your career

The HUB difference

HUB International is one of North America's largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada - through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.

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