Administrative Assistant

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.

Key Responsibilities 

• Handling the bank and mail run each day (requires travel throughout local area, and the Administrative Assistant must have reliable access to a car).

• 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 

Requirements 

• High School Diploma or equivalent 

• A car or reliable access to a car is required (for daily mail and bank runs)

• 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. 

JOIN OUR TEAM

Do you believe in the power of innovation, collaboration, and transformation?  Do you thrive in a supportive and client focused work environment?  Are you looking for an opportunity to help build and drive change in a rapidly growing and evolving organization?  When you join HUB International, you will be part of a community of learners and doers focused on our Core Values: entrepreneurship, teamwork, integrity, accountability, and service.

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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