Administrative Assistant

HUB International•Idaho Falls, ID

1d•Onsite

About The Position

The Administrative Assistant is an integral member of the team and often the first person customers see or speak with each day. This role calls for a friendly, helpful, prompt, and courteous professional who answers phones, greets customers, and supports department members. The position is based onsite and requires a full five-day work week in the office. The role provides front-desk, clerical, and general administrative support, including handling calls and visitors, maintaining office areas and supplies, processing mail and invoices, coordinating schedules and meetings, preparing documents and presentations, and supporting office equipment and events. The Administrative Assistant also helps maintain good working relationships across the office and provides support to other departments with minimal errors. HUB describes its work culture as collaborative and community-minded, with opportunities for training, licensing support, and ongoing development. Benefits and programs vary by employment status, role, location, and eligibility.

Requirements

High school diploma or equivalent.
Strong clerical skills.
Excellent verbal skills and telephone etiquette.
Ability to organize, set, and maintain priorities.
Demonstrated proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Proven oral and written communication skills and the ability to interact effectively with all levels of the organization.

Nice To Haves

Two or more years of office experience, preferably including experience with a multi-line phone system.
Some college.

Responsibilities

Answer and transfer calls using a multi-line phone system.
Greet and direct visitors.
Maintain the front desk area and lobby.
Process incoming mail and distribute mail or prepare mail-outs.
Manage, order, receive, and maintain office supply inventory, ensuring supplies are available when needed.
Maintain the office schedule and calendar.
Provide administrative support, including printing, filing, photocopying, data entry, scanning, binding, collating, scheduling meetings, booking meal reservations, and coordinating events and lunches.
Route invoices to appropriate personnel for approval and provide approved invoices to Accounting.
Maintain office equipment, assist users with routine equipment tasks, and engage external vendors for service needs.
Set up conference calls and webinars.
Create, update, and print Excel spreadsheets and PowerPoint presentations.
Maintain good working relationships within the office and department.
Provide clerical and administrative support to other departments with minimal errors.
Perform other specific duties or projects as assigned.