Executive Office AdministratorWindsor, ON

OBJECTIVE

The Executive Office Administrator will perform a variety of administrative functions to support the smooth and efficient operation of HCC's Windsor offices and will provide administrative support to HCC's Executive Management Team (EMT). Reporting to the Chief Operations Officer (COO), the incumbent will work in-office and in a team environment to oversee the operations of company office locations and will provide executive administrative support across a variety of functions.

KEY RESPONSIBILITIES

Office Administration

  • Provide overall office administration functions for HCC’s Windsor office locations and the related vendor contracts and relationships.

  • Maintain efficient office services by coordinating and arranging for any needed maintenance or repairs of office equipment.

  • Ensure the maintenance and distribution of adequate office supplies, janitorial supplies, and the proper functioning of all office equipment, arranging for orders and repairs.

  • Serve as primary liaison between company staff and building facilities managers, providing information, answering questions, and responding to requests.

  • Maintain office physical security by following company procedures regarding visitors and employees, including activating and deactivating building access cards for all HUB Windsor employees.

  • Manage HCC’s EverythingCard incentive gift card program by responding to requests and performing account management tasks.

  • Process and distribute both electronic and hard copy mail, with follow-up, as necessary.

  • Coordinate Joint Health & Safety Committee activities for HCC Windsor offices.

Executive Management Team (EMT) Support

  • Greet Executive Office guests and visitors and answer related phone calls and emails.

  • Make travel arrangements and help with related documents and expense reporting.

  • Proofread, edit, and format a variety of business correspondence and written materials.

  • Create an electronic & physical filing system for all business contracts, regulatory and compliance documents, and other sensitive business documents.

  • Coordinate and support regular and special meetings or events, including making room bookings, arranging catering, and preparing meeting documents, presentations, and minutes.

  • Perform other related duties as assigned.

REQUIRED SKILLS AND QUALIFICATIONS

  • Proven success in office administration.

  • Experience in managing budgets and expenses.

  • Excellent verbal and written communication skills.

  • Ability to work with tight timelines and meet deadlines.

  • Ability to manage sensitive and confidential information.

  • Strong time management and organizational skills.

  • Proficiency with Microsoft Office applications, and aptitude for learning new software and systems.

  • Must be adaptable and able to keep up with changing priorities.

  • Ability to work independently and in a team environment.

  • 3-5 years Executive Assistant and/or Office Administration experience.

  • University Degree in Business or related field preferred.

WORKING ENVIRONMENT

  • This position is an on-site, work from office role.

  • Employees work in an office setting.

  • Most of the work is done sitting at a desk / cubicle using a company issued phone and laptop with opportunities to move about the office when needed.

ACKNOWLEDGEMENT

I have read this document and agree to fulfil the above noted responsibilities.

If you require assistance or accommodation during our recruitment process, please notify Human Resources so that we can review and consider how we may be able to assist you based on your individual needs.

#WeAreHCC

www.hubcustomercentral.com

www.hubinternational.com

Department Facilities & Office Services

Required Experience: 2-5 years of relevant experience

Required Travel: No Travel Required

Required Education: College diploma (3-year degree)

Hi, we’re HUB.

In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected.

When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support.

And this gives you the peace of mind that what matters most to you will be protected — through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International

Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB’s vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit hubinternational.com.