Administrative Assistant

HUB International; Billings (MT); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

401k plan

Paid parental leave

Medical, dental, and vision options

Wellness program

Paid vacation and holidays

Job summary

HUB International is seeking an Administrative Assistant to be the friendly first face for customers, answer phones, greet visitors, and support multiple departments. The role involves organizing schedules, handling invoices, and coordinating events.

After probation, a hybrid work arrangement may be offered based on location and needs. The position requires strong clerical skills, 2+ years of office experience, and proficiency with the Microsoft Office Suite.

Qualifications

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

Responsibilities

• Answer multi-line phone system (including transfers)
• Greet and direct visitors
• Maintain front desk area and lobby
• Process incoming mail
• Manage supply inventory
• Maintain office schedule/calendar
• Provide administrative support (printing, filing, data entry, scanning, scheduling meetings)
• Process invoices for approvals and coordinate with Accounting
• Maintain office equipment and coordinate vendor service
• Order and maintain office supplies
• Set up conference calls and webinars
• Create and print Excel sheets and PowerPoint presentations
• Maintain good working relationships within office and department
• Provide clerical support to other departments
• Perform other duties or projects as assigned

Skills

Office experience

Verbal communication

Prioritization

Data entry

Phone etiquette

Microsoft Office

Interpersonal skills

Education

High school diploma or equivalency

Some college preferred

Tools

MS Office Suite

Job description

Are you an office guru?

Are you brilliant at multi-tasking?

Do you thrive in a busy, ever-changing environment?

Then keep reading, this might be the perfect opportunity for you!

WHO IS HUB?

At HUB International, we are a team of entrepreneurs. We believe in empowering our clients and we do so by protecting businesses and individuals in our local communities.

HUB International was born in 1998 with the merger of 11 privately held insurance brokerages and has since grown to one of the largest brokers in the world. We are a network of more than 400 integrated brokerages across North America - all carrying the HUB banner.

Our structure gives us the technology and expertise of a largefirm, butstill maintains the local flavor of each of our offices, enabling our teams to preserve their own unique regional culture.

HUB Gives!

Service is one of our founding values – not an abstract concept but a commitment. And we believe that no one deserves that commitment more than our clients and the communities in which we all live and work. Each regional hub has adopted projects in their regions which allow them to give, volunteer, engage, and serve their communities.

ABOUT THE OPPORTUNITY:

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.

GENERAL JOB DUTIES:

• Answer multi-line phone system (including transfers)
• Greet and direct visitors
• Maintain front desk area and lobby
• Process incoming mail
• Manage supply inventory
• Maintain office schedule/calendar
• Provide 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
• Process invoices by routing invoices to appropriate personnel for approval and providing invoices to Accounting once approved by the appropriate manager
• Maintain office equipment, assists users of office equipment on routine tasks as needed and engages external vendors for service needs
• Order, receive and maintain office supplies and proactively ensures office supplies are available when needed
• Set up conference calls and webinars
• Create, update and print 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

WHAT YOU BRING TO THE TABLE:

• 2+ years’ office experience (preferred with experience on multi-line phone system)
• Excellent verbal skills and telephone etiquette
• Ability to organize, set and maintain priorities
• High school diploma or equivalency; some college preferred
• 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

WHAT DOES HUB OFFER YOU?

At HUB, we believe in giving our employees the room and space they need to do their job. We believe in paying a fair wage with bonus opportunities and offering great benefits like:

• 401k plan where the Company matches 50% of the first 6% you contribute
• Paid parental leave
• Medical, dental, andvision options
• Robust wellness program
• Paid vacation, paid holidays, floating holidays and more!

At HUB , we understand the importance of work-life balance and flexibility. After the probationary period, this position may offer a hybrid work schedule. The specific arrangement will depend on location and office needs.

We offer a large selection of benefits that are customizable to fit your personal needs - a portfolio of both comprehensive and affordable choices.

Our work environment encourages critical andindependent thinking, problem-solving and project-management. We trust our employees to make good decisions for our clients and we give them the space to do that. Our work atmosphere is comfortable and offers a "dress for your day" policy as well as a flexible work schedule.

LIKE US SO FAR?

We welcome ALL candidates and are proud of our wonderfully diverse employee population.

LI-#MM

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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