Administrative Assistant

Position Overview

The Administrative Assistant is an integral member of our team. They are often the first face our customers see or speak with on a daily basis. A successful Administrative Assistant will be friendly and helpful at all times, promptly answering phones, greeting customers, and providing support to other department members.

• Answer 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 and collating, scheduling meetings, booking reservations for lunch or dinner meetings, coordinating events and lunches, mail distribution and mail‑outs
• Complete expense reports for certain individuals in the Mountain Region team
• Process invoices by routing to appropriate personnel for approval and providing invoices to Accounting once approved
• Maintain office equipment, assist users on routine tasks, engage external vendors for service needs
• Order, receive and maintain office supplies, proactively ensure supplies are available
• Set up conference calls and webinars
• Create, update and print Excel spreadsheets and PowerPoint presentations

• 2+ years of office experience (preferred with experience on multi‑line phone system)
• 5 years of related administrative experience or an equivalent of education and experience
• High school diploma or equivalency; some college preferred
• Excellent verbal skills and telephone etiquette
• Ability to organize, set and maintain priorities
• Strong clerical skills
• Demonstrated computer proficiency – Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proven oral and written communication skills with the ability to effectively interact with all levels within the organization

None specified

• Microsoft Office Applications
• Office Etiquette, Ethics, Time Management, Customer Service, Insurance and E & O Basics
• Additional/preferred Insurance license (lines appropriate to office location)
• Basic Leadership Skills
• Participate in training of new hires or less experienced teammates

1–2 years of relevant experience

High school or equivalent

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. E‑Verify Program.