Administrative Assistant

Administrative Assistant

An integral member of the team, the Administrative Assistant serves as the first point of contact for customers and provides comprehensive administrative support across departments.

• Answer a multi-line phone system, including transfers
• Greet and direct visitors
• Monitor faxes
• Maintain front desk area and lobby
• Process incoming mail
• Manage supply inventory
• Maintain office schedule/calendar
• Provide administrative support: printing, filing, photocopying, data entry, scanning, binding, collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches
• Distribute mail and mail‑outs
• Complete expense reports for certain individuals in the Mountain Region team
• Process invoices by routing to appropriate personnel for approval and provide to Accounting once approved by manager
• Maintain office equipment and assist users on routine tasks; engage external vendors for service needs
• Order, receive, and maintain office supplies, ensuring availability
• Set up conference calls and webinars
• Create, update, and print Excel spreadsheets and PowerPoint presentations
• Maintain good written and verbal communication and work relationships within office and departments
• Provide clerical support to other departments with minimal errors (filing, mail preparation, data entry, photocopying)
• Perform other specific duties or projects as assigned

• No specific licensing or certification required
• At least 2+ years of office experience, preferably with multi‑line phone system
• 5 years of related administrative experience, OR equivalent education and experience
• High school diploma or equivalency; some college preferred
• Excellent verbal skills, telephone etiquette, and organizational priorities
• Strong clerical skills
• Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook)
• Excellent oral and written communication skills at all levels of the organization

• Microsoft Office Applications
• Office Etiquette
• Ethics
• Time Management
• Customer Service
• Insurance and EE&O Basics
• Basic Leadership Skills
• Participation in training of new hires or less experienced teammates

No travel required

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity, national origin, religion, age, color, sex, sexual orientation, gender identity, disability or veteran's status, or any other characteristic protected by local, state or federal laws, rules or regulations. HUB International Limited participates in the E‑Verify Program.