Administrative Assistant

Administrative Assistant

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. They are prompt and courteous answering phones and greeting customers, as well as providing support to other department members.

The essential duties contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences, equalize peak work periods or otherwise to balance the workload.

Duties may vary by location needs:

• Answering 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
• Provides administrative support such as printing, filing, photocopying, data entry, scanning, binding and collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, mail distribution and mail-outs
• Completes expense reports for certain individuals in the Mountain Region team
• Processes invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager
• Maintains office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed
• Sets up conference calls and webinars
• Creates, updates and prints Excel spreadsheets and PowerPoint presentations
• Good written and verbal communication
• Maintain good working relationships within office and department
• Provide clerical and administrative support to other departments with minimal errors (e.g. filing, mail preparation, data entry, photocopying, etc.)
• Perform other specific duties or projects as assigned

Licensing or certification requirements: No specific requirements

Work and education experience requirements:

• 2+ years' office experience (preferred with experience on multi-line phone system)
• 5 years of related administrative experience, or an equivalent of education and experience
• Excellent verbal skills and telephone etiquette
• Ability to organize, set and maintain priorities
• High school diploma or equivalency; some college preferred
• Strong clerical skills
• Insurance knowledge preferred, but not required
• 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

Training requirements:

• Microsoft Office Applications
• Office Etiquette
• Ethics
• Time Management
• Customer Service
• Insurance and E and O Basics

Additional/preferred:

• Insurance license (lines appropriate to office location)
• Basic Leadership Skills
• Participate in training of new hires or less experienced teammates

Department: Office Administration & Clerical

Required Experience: 1-2 years of relevant experience

Required Travel: No Travel Required

Required Education: High school or equivalent

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.

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