Administrative Assistant

Hub International; Idaho Falls (ID); On-site; USD 38,000 - 47,000; Full time

Benefits offered by this job

Health benefits

Retirement savings matching

Company-paid life insurance

Disability coverage

Paid time off

Parental leave

Wellbeing program

Career growth opportunities

Job summary

HUB International in Idaho Falls is seeking an Administrative Assistant who will be the friendly first face our clients see each day. You will answer a multi-line phone system, greet visitors, maintain the front desk, and provide courteous, proactive support to the office and other departments in a busy, ever-changing environment.

The ideal candidate has 2+ years of office experience, strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook), excellent verbal and written communication,

Qualifications

• 2+ years of office experience.
• Excellent verbal skills and telephone etiquette.
• Ability to organize, set and maintain priorities.
• High school diploma or equivalent; some college preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Good written and verbal communication.

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 such as printing, filing, data entry, scanning, binding and collating, scheduling meetings, booking reservations, 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 and assist users of office equipment; engage 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.
• Performs other specific duties or projects as assigned.

Skills

Office experience

Verbal communication

Organization skills

Microsoft Office

Multitasking

Education

High school diploma or equivalent

Some college preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

A path for every ambition. At HUB, we believe the best work happens when people are given real space to grow and then given the autonomy to exercise it. We power progress and protect ambition: for the clients who count on us, and equally for the people who make that possible every day. We’re creative thinkers and determined doers, guided by values that show up in how we work together: with empathy, adaptability, accountability and a genuine commitment to one another’s success. We foster bold ideas, celebrate curiosity and share what we know. Because when people grow, the work they do grows with them. Our purpose is deeply human: to help people navigate the world on their terms, at their speed, toward their future. We hold that same commitment to the people building careers here. Whether you’re starting out or leveling up, you’ll find the resources to evolve, the support to take on more and a team ready to back you at every stage. Your ambition has a home here.

This role is based onsite and requires a full five-day work week in our office.

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

• 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 we offer you

• Competitive pay with comprehensive health benefits, retirement savings matching, and company-paid life and disability plans
• Generous paid time off, paid parental leave and a wellbeing program designed to support real work/life balance
• A collaborative, high-performing culture with meaningful engagement, community impact through HUB Gives and genuine room to grow your career

The HUB difference

HUB International is one of North America’s largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada — through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.

Equal Employment Opportunity

Equal Employment Opportunity: HUB International Limited is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodations

Reasonable Accommodations: HUB International Limited is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you need a reasonable accommodation to access our career site, complete an application, or participate in any part of the hiring process, please contact the Recruiting Team at [e-mail]. This contact information is for accommodation requests only and should not be used to inquire about the status of an application.

E-Verify

E-Verify: HUB International Limited participates in E-Verify. Please refer to Our Recruiting Process | Applicant Notices: E-Verify Program for additional information. HUB International is one of North America’s largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada — through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.