Executive Assistant

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

Job summary

HUB International Vancouver 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 requires calm precision and proactive problem-solving in a fast-paced environment.

The role covers calendar management, travel arrangements, venue sourcing, meeting coordination both on-site and off-site, and support for day-to-day operations, with a salary range of

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.

Responsibilities

• Maintain calendars and work schedules for the executive team.
• Prepare travel schedules and bookings (hotels, restaurants, car rentals).
• Coordinate logistics for programs, meetings, seminars and events.
• Source and book venues and transportation; manage client and employee gifting.
• Coordinate catering for events and meetings; meeting coordination on-site and off-site.
• Prepare meeting agendas and minutes; convert data to visual presentations.
• Provide day-to-day administrative support and process expenses.

Skills

Calendar management

Travel coordination

Meeting coordination

Microsoft Office

PowerPoint

Excel

AI tools

Verbal communication

Tools

Pivot tables

VLOOKUPs

Excel formulas

Job description

## Executive AssistantApply: Hybrid Working: Vancouver, BC: Full time: Posted Today: R0038973**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.*