Administration & Facilities Associate

About the role

The Administration & Facilities Associate is a key contributor to the smooth, professional operation of the HUB Prairies head office. This role provides high-level administrative and operational support to the Executive Leadership Team and serves as a central point of coordination across the Operations Team, Executive Assistants Team, Reception Teams, and Branch Office Network. The ideal candidate brings a proactive mindset, strong organizational skills, and the ability to manage competing priorities in a fast-paced, multi-stakeholder environment. This is a full-time, in-office position based at 1661 Portage Avenue, Monday through Friday, 8:30 a.m-4:30 p.m. Full Time Permanent position based out of our Head Office, located at 1661 Portage Avenue in Winnipeg Major Responsibility Areas: Administrative Support Provide broad administrative support across a range of projects, documentation, reporting, and communications, working under the direction of the Executive Leadership Team, Operations Team, Executive Assistants Team, and Administration & Facilities Team Lead. This includes drafting correspondence, coordinating document workflows, and managing information with a high degree of accuracy and confidentiality. Coordinate and manage complex meeting scheduling in Outlook, including boardroom bookings, catering coordination, and logistics support. Administer the Office Space program for the Prairies region, ensuring workspace assignments are current and efficiently managed. Process and coordinate pre-authorized and credit card payments for a variety of vendors, ensuring accuracy, appropriate approvals, and timely submission in accordance with HUB's financial policies. Arrange and manage travel logistics for the Executive Leadership Team and HUB guests, including flight and hotel bookings, ground transportation, itinerary preparation, and expense reconciliation. Serve as the primary resource for Oracle expense report preparation and submission on behalf of multiple individuals across the organization. Ensures reports are accurate, compliant, and submitted within required timelines as directed by the Executive Leadership and Operations Teams. Office Management Oversee the cleanliness, setup, and decommissioning of offices and workstations at 1661 Portage Avenue, ensuring the physical workspace is consistently presentable and operationally ready. Maintain building security protocols, office organization standards, and common area cleanliness to ensure a safe, welcoming, and professional work environment. Manage vendor relationships across the Prairies Branch network, ensuring service standards are met, contracts are current, and any service issues are escalated and resolved in a timely manner. In partnership with the Reception Team, coordinate and facilitate repairs and maintenance of all non-IT equipment and facility issues at 1661 Portage Avenue, including liaising with building management and service providers. Collaborate with the Reception Teams to maintain accurate IT equipment inventory records and coordinate scheduled e-waste pick-ups in compliance with environmental disposal standards. Maintain appropriate office supply inventory levels for the head office location. Serve as the primary contact for supplier communications related to pricing, delivery timelines, and order discrepancies, operating within the approved budget and escalating exceptions as required. Events Coordination Plan and execute in-office events including team lunches, potlucks, milestone celebrations, and business meetings, managing logistics from setup through cleanup to ensure a positive experience for all attendees. Serve as an active member of the Prairies Social Committee, collaborating with the Reception Team to plan and coordinate employee engagement initiatives, manage committee meeting agendas, and steward the social budget responsibly. Coordinate and support external events on behalf of the Executive, including holiday parties, departmental celebrations, the annual Producer & Manager Summit, golf tournaments, and other client or employee-facing functions. Responsibilities include venue sourcing, vendor coordination, guest communication, and on-site logistics. Manage the procurement, tracking, and distribution o

Additional Information

Ignite your potential. Impact what matters. Hi, we're HUB-a network of doers with diverse stories and a shared goal to support our clients and communities. To do it, we believe in supporting each other, because great work happens when people come together, and that means building a team where anyone can spark an idea, and where everyone can make a difference. Where pushing ourselves forward helps us give more to others. When you partner with us, you're at the center of a vast network of risk, insurance, employee benefits, retirement and wealth management specialists that bring clarity to a changing world with tailored solutions and unrelenting advocacy - so you're ready for tomorrow.

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