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. 

HUB is the 5th largest global insurance and employee benefits broker, providing a boundaryless array of business insurance, employee benefits, risk services, personal insurance, retirement, and private wealth management products and services. With over $5 billion in revenue and almost 20,000 employees in 600 offices throughout North America, HUB has grown substantially, in part due to our industry leading success in mergers and acquisitions.

Position Summary:

This Administrative Coordinator will require strong time management and organizational skills in a professional and fast paced environment, while adapting and executing on daily challenges of the National CMO and Director of Strategic Partnership. 

This position will require to work with all regions across Canada (CMOs, CSOs, Carriers, marketing, sales, and service departments) to assist the National CMO with projects and initiatives by planning and coordinating various events, meetings, and conferences, offering assistance with meeting support collateral, following up on action items and providing overall administrative support in daily activities.

To be successful in this role, you will need to be professional, attentive, and flexible, possessing excellent communication skills and genuine desire to meet the needs of the manager and the team while ensuring efficiency and deadlines are met. You must be comfortable and proficient with MS Office: Excel, PowerPoint, Word, Outlook, and virtual meeting platforms.

Responsibilities:

• Provide the National and Regional CMOs, CSOs, Sales Leaders and Carriers with prompt and professional service attending to general inquiries, action items in relation to projects and initiatives
• Establish and maintain strong rapport with carriers, vendors, and service teams to assist with various administrative requests; calendar availability, meetings, items to follow up on

• Organize, plan and coordinate meetings and conference calls by scheduling, sending out invitations and collateral preparation for meetings:

• As per National and Regional CMOs as well as vendors requests
• Semi Annual conferences (February and November):
  • Assist the National CMO and Director of Business Insights with preparation and administrative tasks as advised
  • Execute on creation of event program, agendas, attendee list tracker, testing of audio and virtual meeting platforms while liaising with carriers to obtain speakers, attendees, confirmation of attendance

• Carrier appetite meetings:
  • Assist with collecting collateral and presentations from the insurers to distribute to the CMO group in preparation for the meeting
• Strategic Partnership Meetings
  • Provide requested information of the Director; meeting support material, status update and follow through of action items
• Carrier/Partnership Events:
  • Research, plan and execute virtual and in person events within allocated budget
• Programs Conference – Canadian Automotive Dealership Association:
  • Provide assistance to the program account team with invitations, attendee/guest tracking, agenda and presentation creation and coordination, testing of audio and day of assistance
• Liaise with all parties within a meeting to assure appropriate resources are arranged

• Client Appreciation Events and gifting – budget, research, coordinate, execute and follow up
• Responsible for CMO meeting minutes and sending out agendas
• Technical Assistance – trouble shoot computer/software issues, phone, and email, where necessary call Helpdesk
• Miscellaneous duties and projects as assigned including;
  •  Product, research and development
  • Program development and launch
  • Program administration

Skills, Characteristics & Qualifications

• Strong communication and inter-personal skills
• Excellent time and resource management skills
• Attention to detail and creative thinking skills
• Superior organizational skills; ability to multi-task with changing priorities
• Strong teamwork and work ethic with a positive attitude
• Proficient in MS Office:  Excel, PowerPoint, Word, and Outlook

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 International, you will be part of a community of learners and doers focused on our Core Values: entrepreneurship, teamwork, integrity, accountability, and service.

Department MarketingRequired Experience: 2-5 years of relevant experienceRequired Travel: NegligibleRequired Education: High school or equivalent