Administrative Assistant

About the role

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.

The Opportunity

The Administrative Assistant provides essential administrative support to the region and assists with special projects to ensure the efficient day-to-day operation of the office. This role performs a variety of clerical and administrative tasks and provides backup support across administrative functions as needed.

If you’re a self-motivated individual with a strong interest in having a successful career, we encourage you to apply.

Duties & Responsibilities

• Provides administrative support such as printing, filing, photocopying, data entry.
• Codes and files value add and vendor payables.
• Orders, receives and maintains office supplies and proactively ensures office supplies are available when needed.
• Operate office equipment, copiers, or phone systems and arrange for repairs when needed.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate people according to their needs.
• Provide backup support for reception, including answering phones.
• Handles data entry, reports as assigned.
• Open, read, route, and distribute incoming mail, including scanning and coding/indexing when necessary.
• Process outgoing mail as needed.
• Maintain conference rooms and common areas, including resetting rooms after meetings.
• Assist with coordinating and ordering food for in-office meetings and events.
• Performs other duties and projects as assigned.

Knowledge / Skills / Abilities

• Ability to effectively and professionally communicate orally and in writing with internal and external customers.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Confidence and demeanor to effectively interact with all levels within the organization.
• Ability to efficiently gather pertinent information and facts, analyze and solve problems timely and thoroughly.
• Ability to prioritize and organize multiple tasks and responsibilities in order to complete assignments on time and with optimal accuracy.
• Ability to respond to customer needs,
• Computer skills: proficiency with Microsoft Office Suite and Outlook.
• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Desire to learn and grow within the insurance industry.
• Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

Working Conditions and Physical Demands

• This position primarily involves remaining in a stationary position for the majority of the workday.
• The person in this position frequently communicates with colleagues and clients both in person and on the telephone; Must be able to communicate and exchange accurate information.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Maintain work pace appropriate to general workload; perform activities on schedule, maintain regular attendance/punctuality within specified tolerances; complete normal workday and/or week; perform at a consistent pace without excessive rest periods.

Pay and benefits

The expected salary range for this position is $18-22/hr and will be impacted by factors such as the successful candidate's skills, experience and working location, as well as the specific position's business line, scope and level.

What we offer you

We invest in your growth. HUB offers structured training, licensing support and ongoing development opportunities designed to accelerate your career.

• 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.