Administrative Assistant

Join the Hellman Insurance Agency Team

At Hellman Insurance Agency, we are more than an insurance agency, we are trusted advocates dedicated to helping our clients navigate important decisions with confidence and peace of mind. We are seeking a professional, service-oriented Administrative Support Specialist who will serve as the welcoming face of our agency while providing administrative, technical, and creative support to our team.

This role is ideal for someone who enjoys helping others, thrives in a fast-paced environment, has strong organizational skills, and brings experience or interest in technology and graphic design. The successful candidate will embody our core values of Integrity, Adaptability, Service Mindedness, and Fanatical Attention to Detail.

Position Summary

As the first point of contact for clients and visitors, you will play a critical role in creating exceptional client experiences. In addition to traditional reception and administrative duties, you will assist with technology-related office support, marketing materials, graphic design projects, and various operational functions that help keep our agency running efficiently.

Key Responsibilities

Client Service & Administrative Support

• Greeting clients and visitors in person and by phone with professionalism, warmth, and compassion.
• Schedule appointments and assist with gathering client information for Licensed Client Advocates.
• Process applications, forms, and client documentation through scanning, faxing, and digital systems.
• Coordinate with insurance carriers to assist in resolving client questions and service needs.
• Send client communications, appointment reminders, birthday cards, newsletters, and follow-up correspondence.
• Maintain accurate client records and ensure documentation is completed with a high level of accuracy.
• Support seminar logistics, educational events, and community outreach initiatives.
• Assist with office organization, supply inventory, and daily operational needs.
• Provide additional support during Annual Open Enrollment (October–December), our busiest season.

Technology & IT Support

• Provide basic troubleshooting and support for office technology, including computers, printers, scanners, phones, and software applications.
• Assist employees with basic technical issues and coordinate with third-party IT providers when necessary.
• Support the setup and maintenance of office equipment and workstations.
• Help maintain digital file organization and technology-related processes.
• Learn and assist with agency software platforms, databases, and communication systems.

Graphic Design & Marketing Support

• Help maintain and update marketing materials, flyers, presentations, newsletters, and event materials.
• Ensure agency branding remains consistent across all client-facing communications.

Team & Community Engagement

• Contribute to a positive, collaborative, and solutions-focused team environment.
• Participate in occasional networking, educational, and community events outside normal business hours.
• Demonstrate flexibility and adaptability when agency priorities shift.

Qualifications

Required

• Minimum of 2 years of customer service, administrative, or receptionist experience.
• Strong verbal and written communication skills.
• Excellent organizational skills and ability to manage multiple priorities.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently while also contributing to a team environment.
• Valid Montana Driver's License and proof of auto insurance.
• Able to pass a background check.

Preferred

• Experience providing basic technical support or troubleshooting office technology.
• Graphic design experience or education, including familiarity with Canva, or similar design software.
• Insurance, healthcare, or financial services experience.
• Experience working with seniors and individuals with disabilities.

Why Join Us?

· You’ll be part of a supportive, value-driven team that believes in doing meaningful work and celebrating success. We provide the tools, training, and environment you need to grow your career while making a real difference in the lives of your clients.

· If you’re ready to build a rewarding career rooted in integrity, service, and success — we encourage you to apply today.

Pay: From $18.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 2 years (Required)
• IT support: 2 years (Preferred)

Ability to Commute:

• Missoula, MT 59801 (Required)

Work Location: In person

Salary : $18