Executive Assistant

About the role

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.

Job Summary

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Regional President and/or other senior management members such as scheduling meetings, event planning, and travel arrangements. This position also preforms receptionist duties for the office. The Executive Assistant acts as the first point-of-contact to all guests and callers, greetings and assisting clients with courtesy, consideration and professionalism.

Duties & Responsibilities

• Calendar & Schedule Management: Maintain calendars, coordinate internal and external meetings, and handle logistical details including meal ordering and tech setup.
• Event Planning & Research: Source and research venues, catering, and pricing packages for business functions and personal events.
• Travel & Dining Logistics: Book flights and coordinate domestic and international travel itineraries, reserve hotel accommodations and arrange ground transportation, secure dining reservations, event/theatre tickets, and handle event registrations.
• Email & Communication Management: Filter, organize, and clean up email inboxes; draft and send professional correspondence on behalf of the manager.
• Pipeline Data Entry: Coordinate with the Lead Entry Team to create and update records for new business opportunities in CORE.
• Expense & Financial Support: Prepare and submit accurate expense reports and reimbursement requests, process bill and income tax payments, donate to charities, and handle online purchasing.
• Personal & Household Coordination: Manage personal appointments (e.g., medical), liaise with service providers (e.g., Accountant, Trust Attorney, Banker) and home vendors, and log all appointments into Outlook.
• Database Maintenance: Update and maintain contact lists.
• Personal & Corporate Gifting Management: Coordinate end-to-end personal and holiday and special occasion gifting for corporate clients and personal contacts, including sourcing vendors, curating gift options, collecting delivery addresses, and ensuring timely distribution.

Qualifications

• High School Diploma / GED required

Knowledge / Skills / Abilities

• Ability to effectively and professionally communicate orally and in writing with internal and external customers.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Confidence and demeanor to effectively interact with all levels within the organization.
• Ability to respond to customer needs, solicit customer feedback to improve service, and handle difficult or emotional customer situations promptly and accurately.
• Ability to efficiently gather pertinent information and facts, analyze and solve problems timely and thoroughly.
• Ability to prioritize and organize multiple tasks and responsibilities in order to complete assignments on time and with optimal accuracy.
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Computer skills: proficiency with Microsoft Office Suite and Outlook.

Working Conditions and Physical Demands

• This position primarily involves remaining in a stationary position for the majority of the workday.
• The person in this position frequently communicates with colleagues and clients both in person and on the telephone; Must be able to communicate and exchange accurate information.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Maintain work pace appropriate to general workload; perform activities on schedule, maintain regular attendance/punctuality within specified tolerances; complete normal workday and/or week; perform at a consistent pace without excessive rest periods.
• MUST BE COMMUTABLE TO THE VENTURA OFFICE

Pay and benefits

The expected salary range for this position is $22-$25/hr depending on geographical location 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.

What we offer you

• We invest in your growth.
• HUB offers structured training, licensing support, and ongoing development opportunities designed to accelerate your career.
• Benefits and programs vary based on employment status, role, location, and applicable eligibility requirements.

• 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.