Executive Assistant (Human Resources and Legal)

HUB International; Chicago (IL); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health/Dental/Vision/Life insurance

401(k) with company match

Paid time off and holidays

Bonus potential

Job summary

HUB International in Chicago is seeking an Executive Assistant to provide high-level administrative support to the Chief Human Resources Officer and HR/Legal leadership. You will manage complex calendars, organize domestic and international travel, handle expense reports, and prepare briefing materials, reports, and correspondence.

The role requires 5+ years of executive assistant experience, strong communication skills, and meticulous attention to detail in a fast-paced, confidential

Qualifications

• 5+ years of executive assistant or senior administrative experience, with at least 2 years supporting C-suite executives.
• Demonstrated ability to manage competing priorities and operate effectively under pressure with minimal supervision.
• Strong attention to detail and exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.

Responsibilities

• Own a complex, dynamic calendar for CHRO, HR Leadership Team, and Executive Management Team.
• Coordinate domestic and international travel arrangements with detailed itineraries.
• Submit expense reports in accordance with company policy.
• Prepare briefing materials, presentations, and correspondence for the CHRO.
• Prioritize meetings and ensure follow-through on action items.
• Serve as gatekeeper and liaison between CHRO and stakeholders.
• Submit invoices and track expenses to ensure budget adherence.
• Coordinate scheduling and logistics for HR and Legal leadership meetings and events.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

MS Office proficiency

Written & verbal communication

Project management

Education

High school or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Zoom

SharePoint

Job description

About Us

At HUB International, we are a team of entrepreneurs. We believe in protecting and supporting the aspirations of individuals, families, and businesses. We help our clients evaluate their risks and develop solutions tailored to their needs. We believe in empowering our employees to learn, grow, and make a difference. Our structure enables our teams to maintain their own unique, regional culture while leveraging support and resources from our corporate centers of excellence.

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Chief Human Resources Officer (CHRO), the HR Leadership Team, and the Legal Leadership Team. This role serves as a critical operational hub, managing complex calendars, sensitive information, and coordination across two strategically vital functions. The ideal candidate is proactive and thrives in a fast-paced environment where priorities shift quickly and confidentiality is critical.

Key Responsibilities

Executive Support — CHRO

• Own a complex, dynamic calendar including executive team and Board meetings, recurring meetings (HR, HR Leadership Team, direct reports, Presidents, and Executive Management Team members), and other internal and external meetings. Independently decides what is scheduled and when based on priorities.
• Coordinate domestic and international travel arrangements, including detailed itineraries and navigating travel challenges.
• Submit expense reports in accordance with company policy.
• Prepare briefing materials, presentations, reports, and correspondence on behalf of and for the CHRO.
• Prioritize meeting requests and ensure timely CHRO follow-through on action items.
• Serve as a gatekeeper and trusted liaison between the CHRO and internal/external stakeholders.
• Submit invoices for payment and track expenses to ensure adherence to budget.

HR & Legal Leadership Team Support

• Partner with the Lead Legal Executive Assistant for direction and coordination of Legal team support.
• Coordinate scheduling and logistics for HR and Legal leadership team meetings, offsites, training programs, and planning sessions.
• Plan and execute internal events for Legal and HR teams including annual functional summits and oversee all aspects including operations, logistics, vendor coordination, and event production.
• Coordinate employee engagement event planning in Chicago.
• Support onboarding of new HR and Legal leaders.
• Support onboarding of new Executive Assistants.
• Partner with HR and Legal team members on special projects and on-going administrative tasks.
• Support project planning and management

Required

• 5+ years of executive assistant or senior administrative experience, with at least 2 years supporting C-suite executives.
• Demonstrated ability to manage competing priorities and operate effectively under pressure with minimal supervision.
• Strong attention to detail.
• Exceptional written and verbal communication skills; ability to draft executive-quality documents and communications.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Zoom, SharePoint.)
• Proven track record of maintaining strict confidentiality in a legal, HR, or executive environment.
• Strong project management skills with high attention to detail and follow-through.
• Proven success in driving for results and collaborating with others to make it happen.
• Adaptability and flexibility to adjust to changing business and leader needs.

Preferred

• Experience supporting HR or Legal functions in a large company.
• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field.
• Experience supporting multi-functional or matrix leadership teams.
• Interest in a potential career in HR.

JOIN OUR TEAM

Do you believe in the power of innovation, collaboration, and transformation? Do you thrive in a supportive and client focused work environment? Are you looking for an opportunity to help build and drive change in a rapidly growing and evolving organization? When you join HUB, you will be part of a community of learners and doers focused on helping our leaders maximize the potential of their employees.

Disclosure required under applicable law in California, Colorado, Illinois, Maryland, Minnesota, New York, New Jersey, and Washington states: The expected salary range for this position is $60,000- $90,000 (non-exempt) 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: health/dental/vision/life/disability insurance, FSA, HSA and 401(k) accounts, paid-time-off benefits such as vacation, sick, and personal days, and eligible bonuses, equity and commissions for some positions.

Department Human Resources

Required Experience: 5-7 years of relevant experience

Required Travel: No Travel Required

Required Education: High school or equivalent

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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