Administrative Assistant

Administrative Assistant Hubot, Inc. | South Bend, Indiana | Full-Time | On-Site Reports to: Director of Operations

About Hubot

Hubot, Inc. is an FDA-registered contract development and manufacturing organization (CDMO) serving global pharmaceutical and personal care brands including Fortune 500 clients. With 2530% projected year-over-year growth through 2030, we're building the infrastructure, systems, and team to match world-class ambition.

? 4.8 Glassdoor | 4.7 Indeed | 95% Employee Recommendation Rate

The Opportunity :

At Hubot, our growth is powered by exceptional people and well?defined processes. Were excited to invite applications for an Administrative Assistant who will play a key role in keeping our operations running smoothly and efficiently.

This is an excellent opportunity for a proactive professional who thrives in a dynamic office environment and enjoys being the backbone of a high?performing team. As an Administrative Assistant, youll work closely with cross?functional teams, contribute to , day?to?day operations, and support leadership by managing schedules, communications, and critical administrative workflows.

Objectives of this role

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
• Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
• Coordinate internal and external resources to expedite workflow
• Oversee and achieve organizational goals while upholding best practices

What You'll Own:

• Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
• Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes
• Plan, organize, and schedule company meetings in the office, off-site, and via videoconference
• Coordinate domestic and international travel arrangements for employees
• Maintain filing system, contact database, employee list, and inventory
• Order and oversee office supplies and food deliveries for group meetings

Required Skills & Qualifications

• 4-6 years of proven experience in an administrative or office support role within a professional environment
• Excellent written and verbal communication skills with the ability to interact confidently across teams
• Strong time?management skills with the ability to multitask, prioritize effectively, and meet deadlines
• High level of adaptability with a demonstrated ability to quickly learn and use new software, tools, and internal systems

Preferred Skills & Qualifications

• Associates or Bachelors degree
• Experience assisting with budget tracking, expense reporting, or basic financial coordination
• Ability to develop, organize, and maintain internal processes, documentation, and filing systems
• Proven discretion and professionalism when handling confidential and sensitive information

What We Offer

• Competitive base salary commensurate with experience
• Medical, dental, and vision insurance
• 401(k) with company contribution
• Paid time off and holidays
• Short- and long-term disability coverage
• Professional development and certification support

Apply Today

Join a team where safety isn't a checkbox it's a competitive advantage.

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Hubot, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.