Administrative Assistant

Administrative AssistantHubot, Inc. | South Bend, Indiana | Full-Time | On-SiteReports to: Director of OperationsAbout HubotHubot, Inc. is an FDA-registered contract development and manufacturing organization (CDMO) serving global pharmaceutical and personal care brands "” including Fortune 500 clients. With 25-30% projected year-over-year growth through 2030, we're building the infrastructure, systems, and team to match world-class ambition.? 4.8 Glassdoor | 4.7 Indeed | 95% Employee Recommendation RateThe Opportunity :At Hubot, our growth is powered by exceptional people and well-defined processes. We're excited to invite applications for an Administrative Assistant who will play a key role in keeping our operations running smoothly and efficiently.This is an excellent opportunity for a proactive professional who thrives in a dynamic office environment and enjoys being the backbone of a high-performing team. As an Administrative Assistant, you'll work closely with cross-functional teams, contribute to , day-to-day operations, and support leadership by managing schedules, communications, and critical administrative workflows.Objectives of this roleServe as the eyes and ears of the office, providing information, answering questions, and responding to requestsEnsure optimal use of office equipment, supplies, and inventories through preventive maintenanceMaintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layoutCoordinate internal and external resources to expedite workflowOversee and achieve organizational goals while upholding best practicesWhat You'll Own:Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environmentProvide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxesPlan, organize, and schedule company meetings in the office, off-site, and via videoconferenceCoordinate domestic and international travel arrangements for employeesMaintain filing system, contact database, employee list, and inventoryOrder and oversee office supplies and food deliveries for group meetingsRequired Skills & Qualifications4-6 years of proven experience in an administrative or office support role within a professional environmentExcellent written and verbal communication skills with the ability to interact confidently across teamsStrong time-management skills with the ability to multitask, prioritize effectively, and meet deadlinesHigh level of adaptability with a demonstrated ability to quickly learn and use new software, tools, and internal systemsPreferred Skills & QualificationsAssociate's or Bachelor's degreeExperience assisting with budget tracking, expense reporting, or basic financial coordinationAbility to develop, organize, and maintain internal processes, documentation, and filing systemsProven discretion and professionalism when handling confidential and sensitive informationWhat We OfferCompetitive base salary commensurate with experienceMedical, dental, and vision insurance401(k) with company contributionPaid time off and holidaysShort- and long-term disability coverageProfessional development and certification supportApply TodayJoin a team where safety isn't a checkbox "” it's a competitive advantage.Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

Created: 2026-05-09