Administrative Assistant

About HUB

In a rapidly changing world, HUB advises businesses and individuals on how to prepare for the unexpected. As one of the world’s largest insurance brokers, our focus is dedicated to providing our customers with the peace of mind that what matters most will be protected—through unrelenting advocacy and tailored insurance solutions that put our clients in control. Our growing team of professionals across North America represents a broad, deep and one‑of‑a‑kind aggregation of entrepreneurs and leaders recognized for their excellence throughout the insurance community.

The Administrative Assistant provides essential administrative support to the region and assists with special projects to ensure efficient day‑to‑day operation of the office. This role performs a variety of clerical and administrative tasks and provides backup across administrative functions as needed.

• Provides administrative support such as printing, filing, photocopying, data entry.
• Codes and files value add and vendor payables.
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed.
• Operates office equipment, copiers, or phone systems and arranges for repairs when needed.
• Greets visitors or callers and handles their inquiries or directs them to the appropriate people according to their needs.
• Provides backup support for reception, including answering phones.
• Handles data entry and reports as assigned.
• Opens, reads, routes, and distributes incoming mail, including scanning and coding/indexing when necessary.
• Processes outgoing mail as needed.
• Maintains conference rooms and common areas, including resetting rooms after meetings.
• Assists with coordinating and ordering food for in‑office meetings and events.
• Performs other duties and projects as assigned.

• Ability to effectively and professionally communicate orally and in writing with internal and external customers.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Confidence and demeanor to effectively interact with all levels within the organization.
• Ability to efficiently gather pertinent information and facts, analyze and solve problems promptly and thoroughly.
• Ability to prioritize and organize multiple tasks and responsibilities in order to complete assignments on time and with optimal accuracy.
• Ability to respond to customer needs.
• Computer skills: proficiency with Microsoft Office Suite and Outlook.
• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Desire to learn and grow within the insurance industry.
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

• This position primarily involves remaining in a stationary position for the majority of the workday.
• The person frequently communicates with colleagues and clients both in person and on the telephone; must be able to communicate and exchange accurate information.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The person occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Maintains work pace appropriate to general workload; performs activities on schedule, maintains regular attendance/punctuality within specified tolerances; completes normal workday and/or week; performs at a consistent pace without excessive rest periods.

• Hold a high school diploma/GED (college degree preferred).
• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.
• Have the confidence and demeanor to effectively interact with all levels within the organization.
• Are computer literate—Microsoft Office Suite and Outlook.
• Are well‑organized with excellent verbal and communication skills.

The expected salary…