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Executive Assistant
Hub International Ltd
Cumberland, ME, United States
Job Details - this job has expired, please see similar jobs below
Why Choose HUB?
We are committed to providing you with competitive and flexible benefits options that are rooted in your current needs, yet evolves as your needs change over time. Join us in taking the first step toward creating a future that combines a diverse, challenging work environment with financial security and career satisfaction.
We are the perfect fit if you:
• are seeking a progressive work environment at a rapidly growing organization
• have a desire to help others protect their future
• have an entrepreneurial spirit and are challenged by the opportunity to grow the business
• are focused on learning and development to enhance your industry knowledge and expertise
• are a self-starter willing to invest time and energy to learn the technical aspects of our business
• believe in integrity and building success by developing relationships with others
The selected candidate will provide executive administrative support for two executive members of the organization. This position will particularly focus on time management for the Managing Director, being aware of his daily appointments and tasks, managing e-mail and phone calls, identifying priorities and elevating them as needed. Additional duties will include providing occasional support to senior level managers and contributing to the general needs of the office as part of a dynamic team.
Specific Responsibilities:
Responsibilities will include, but are not limited to:
• Schedule meetings and maintain the Executive’s calendars with the ability to independently decide what is scheduled, and when, based on priorities
• Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate potential travel obstacles
• Maintain general expense reports; reconcile corporate accounts
• Create polished presentations and documents using Microsoft Office products
• Screen e-mail messages and telephone calls; judge appropriately when and how to respond
• Compose professional correspondences
• Coordinate key customer events, trade shows, and similar events throughout the year. Must be proactive about advance planning of such events, anticipating attendance and ordering necessary supplies, coordinating advertising, logos, and printed materials.
• Handle multiple projects and meet deadlines
• Work on ad hoc assignments as needed
• Ability to recognize and maintain the confidentiality of work materials
• Willingness to take initiative and ownership of projects, as needed
• Coordinate technical needs for both in-office and remote meetings, webinars, and serve as a technical resource for presentation needs throughout the office.
• In addition to executive level support, this position will have limited responsibility for some general office support as needed, such as ordering business cards, and promotional materials and other supplies; maintaining working order of office equipment; and providing back-up to front desk.
• Other responsibilities as assigned by Manager.
Qualifications:
• 5 plus years administrative experience
• 2 years or more supporting senior management or executives
• Proficiency in the use of Microsoft Office Suite
• Must have excellent organizational and interpersonal skills
• Must be able to communicate effectively with all levels of the organization and with clients, both verbally and in writing.
• Must be able to maintain high level of confidentiality and professionalism.
• Occasional local travel is required.
• Excellent organizational, interpersonal, communication skills and ability to work in a team environment.