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)
Greetand direct visitors
Monitor faxes
Maintain front desk area and lobby
Processincoming-mail
Manage supply inventory
Maintain office schedule/calendar
Provides administrative support suchas,printing, filing, photocopying, data entry, scanning,bindingand collating, scheduling meetings, booking reservations for lunch or dinner meetings, and coordinating events and lunches, maildistributionand mail-outs
Completes expense reports for certain individuals in the Mountain Region team
Processes invoices by routing invoices toappropriate personnelfor approval and providing invoices to Accounting once approved by theappropriate manager
Maintains office equipment,assistsusers of office equipment on routine tasks as needed and engages external vendors for service needs
Orders,receivesandmaintainsoffice supplies and proactively ensures office supplies are available when needed
Sets up conference calls and webinars
Creates,updatesand 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 & 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 andmaintainpriorities
High school diploma or equivalency; some college preferred
Strong clerical skills
Insurance knowledge preferred, but notrequired
Demonstrated computerproficiency- 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 (linesappropriate tooffice 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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