Administrative Assistant

HUB International; Gillette (WY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k) match

Paid parental leave

Medical, dental, and vision

Wellness program

Paid vacation and holidays

Job summary

HUB International is seeking an Administrative Assistant in the United States. The role involves front desk duties, greeting visitors, answering calls, and supporting multiple departments with clerical tasks.

Successful candidates will be friendly, organized, and capable of handling a busy, ever-changing environment. A high school diploma is required, with some college preferred, and a hybrid work schedule may be offered after probation.

Qualifications

• Excellent verbal skills and telephone etiquette are required.
• Strong clerical skills and the ability to organize priorities are essential.
• Proven written and oral communication abilities across all levels of the organization.

Responsibilities

• Answer multi-line phone system and direct calls.
• Greet and direct visitors; maintain front desk and lobby.
• Process mail and manage supply inventory; calendar coordination.
• Prepare documents, data entry, filing, and basic IT‑related tasks.

Skills

Verbal communication

Telephone etiquette

Organizational skills

Clerical skills

Written communication

Education

High school diploma

Some college preferred

Tools

Microsoft 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 large firm, but still 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

• 1+ 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?

• 401(k) plan where the Company matches 50% of the first 6% you contribute
• Paid parental leave
• Medical, dental, and vision 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 and independent 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.

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

Required Experience & Travel Info

• Required Experience: Less than 1 year 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.

E-Verify Program We endeavor to make this website accessible to any and all users. If you would like to contact us regarding the accessibility of this website or need assistance completing the application process, please contact the recruiting team [e-mail]. This contact information is for accommodation requests only; do not use this contact information to inquire about the status of applications.

Hi, we’re HUB. In a rapidly changing world, we advise businesses and individuals on how to prepare for the unexpected. When you partner with us, you're at the center of a vast network of experts who will help you reach your goals through risk services, claims management, and compliance support. And this gives you the peace of mind that what matters most to you will be protected — through unrelenting advocacy and tailored insurance solutions that put you in control.

About HUB International Headquartered in Chicago, Illinois, HUB International Limited (HUB) is a leading full-service global insurance broker providing property and casualty, life and health, employee benefits, investment and risk management products and services. From offices located throughout North America, HUB’s vast network of specialists provides peace of mind on what matters most by protecting clients through unrelenting advocacy and tailored insurance solutions. For more information, please visit hubinternational.com.