Administrative Assistant

HUB International•Brentwood, TN

13d•Onsite

About The Position

About the Position: The position reports to the Director of Accounting & Operations. Key responsibilities include general office management, arranging internal and external events, providing administrative support to the accounting teams. Location: This role requires working on site M-F out of our Brentwood, TN office.

Requirements

High School Diploma or equivalent
Must have excellent written and verbal communication skills
Basic Word and Excel Skills required
Self-motivated and proactive
Demonstrated ability to take initiative and achieve results in a fast-paced and changing environment
Must have some flexibility of work hours and have ability to potentially put in extra hours during peak times.

Responsibilities

Handling the bank and mail run each day
Taking of meeting minutes
General office management such as ordering supplies, working with vendors to ensure facilities are operating properly
Organizing travel and accommodations for staff as required
Arranging internal and external events
Support the onboarding of new employees and offboarding of exiting staff
Contribute to a cooperative team environment in which cross functions are assumed as necessary in order to meet department deadlines and goals
Manage Reception desk/answer phones and direct calls.
Manage all office administration tasks, including general office and business supply orders, equipment maintenance, maintenance of files and overseeing general office appearance and repair issues.
Manage incoming and outgoing mail/correspondence on a daily basis.
Support service staff with printing/preparing client deliverables.
Support hiring managers with new hire onboarding and processing; train associates on phone and other office systems and programs; order business cards; prepare work space.
Coordinate information technology in conference rooms; i.e. video conferencing systems.
Manage conference room scheduling.
Restock supplies, which may involve lifting boxes and reaching high shelves.
Interface with external parties/vendors for work or events in our suite.
Oversee the general cleanliness, good order, and professional appearance/impressions for the office.
Ensure the common areas (kitchen, conference rooms, front area) are clean, working, and properly scheduled.
Transaction management of off-site office files to retrieve/destroy as needed/required.
Provide back-up assistance to office and company staff as needed
Other duties as assigned