HUB International · 10 hours ago
Operations Associate, Retirement & Private Wealth - Potential for Hybrid Work
Bethesda, MD
Full-time
Hybrid
Entry Level
$25.64/hr - $28.21/hr
1+ years expHUB International is a leading insurance brokerage firm that empowers its employees to make an impact. They are seeking an Operations Associate to support the Retirement and Private Wealth team in Bethesda, MD, focusing on client service, office management, and hospitality to ensure smooth daily operations and exceptional client experiences.
Financial ServicesInsuranceInsurTechRisk Management
Responsibilities
Maintain and update the client relationship management system (CRM), including client contact details and household data; audit data for accuracy and generate reports as needed
Use CRM and other internal systems to coordinate with clients to schedule review meetings, send appointment confirmations and reminders, and proactively manage scheduling conflicts
Prepare meeting materials, print forms, and assemble packets for client review appointments and team meetings
Manage the office calendars, including conference room scheduling and company-wide memos
Serve as the primary point of contact for incoming calls and directory assistance
Coordinate and place facility work orders as needed
Support new team member onboarding with office orientation and systems training
Document office processes and maintain an office procedures manual
Gather and organize client feedback following events and meetings
Plan and execute client experience events as well as internal team gatherings, managing all logistics from concept to completion
Coordinate and manage special occasion gifting (birthdays, retirements, condolences, celebrations, holidays), including maintaining a gifting calendar and tracking budget
Provide hospitality support for in-office client visits and meetings
Act as liaison with external vendors, including tech support providers and parking companies; manage parking validations and track vendor contracts and service agreements
Manage office and kitchen supplies inventory, negotiate with suppliers, and maintain a clean, welcoming, and organized environment
Oversee mail operations: collection, sorting, scanning, logging, and outgoing shipments (UPS, FedEx, USPS)
Qualification
Required
Experience in office coordination, client services, or administrative support roles
Excellent organizational skills with the ability to juggle multiple priorities
Strong interpersonal and communication skills — both written and verbal
Experience managing calendars, coordinating events, and handling office supply procurement
Familiarity with CRM systems (e.g., Salesforce, HubSpot) and office software (MS Office, Google Suite)
Comfortable liaising with vendors and external partners
A proactive, can-do attitude with keen attention to detail
Ability to maintain discretion with confidential information
1-2 years of relevant experience
High school or equivalent
Preferred
Experience in hospitality, event planning, or facilities coordination
Benefits
Medical, Dental, Vision and Prescription Drug Coverage
Health Plan Reimbursement Program
Health Savings Account (HSA)
401(k) Savings Plan
Employee Assistance Program (EAP)
Comprehensive Wellness Program
Flexible Spending Accounts (FSAs)
Life and Disability Plans
Long-Term Care
Identity Theft, Group Legal, Accident, Critical Illness, Pet Insurance and many more!
Low-Cost Loan Program and Student Loan Resources
Vacation, Holiday, Sick, and Personal Time Off
Comprehensive Onboarding
Continuing Education
Flexible Work Arrangements
Dress for Your Day Dress-Code
Company
HUB International
HUB International is an insurance brokerage company that offers employee benefits, business, and personal insurance products and services.
10001+ employees
Funding
Current Stage
Public CompanyTotal Funding
$8.5BKey Investors
Leonard Green & PartnersAltas Partners
2025-05-12Private Equity· $1.6B
2023-09-15Private Equity
2023-06-22Debt Financing· $6.9B
Leadership Team
Marc Cohen
Chairman of the Board and CEO
Joseph C. Hyde
Chief Financial Officer
Recent News
Calgary Herald
2026-01-11
Company data provided by crunchbase