Operations Associate, Retirement & Private Wealth - Potential for Hybrid Work

Hub International Insurance•Bethesda, MD

4d•$26 - $28•Hybrid

About The Position

At HUB International, we’re more than just an insurance brokerage firm — we’re a thriving community of entrepreneurs driven by purpose and passion. Every day, we help individuals, families, and businesses protect what matters most by providing a broad array of insurance, retirement, and wealth management products and services. But we don’t stop there — we also invest deeply in our people. Here, your career is in your hands. You’ll be empowered to learn, grow, and truly make an impact. Whether you're supporting a local business or helping a national client navigate complex risk, you’ll be backed by the strength of a global firm and the heart of a regional team. As one of the world’s largest insurance brokers — and a proud Stevie Award-winning workplace — HUB offers a unique blend of big-company resources and entrepreneurial spirit. With over 20,000 professionals across 570+ offices in North America, we bring together industry-leading technology, a strong culture of collaboration, and centers of excellence that fuel innovation. Explore your future with HUB International. Let’s grow together. If you're ready to be part of a company where your voice matters, your work has purpose, and your potential has no limits — HUB is the place for you. We currently have an opportunity for an Operations Associate to join our Mid-Atlantic Retirement and Private Wealth (RPW) team in our Bethesda, MD office. This role blends client service, office management, and hospitality to ensure smooth daily operations and exceptional client experiences. You will play a key part in creating memorable events, maintaining an efficient office environment, and serving as the central hub for internal and external communications. If you thrive in a dynamic role that balances organization with creativity, we’d love to meet you.

Requirements

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.

Nice To Haves

Experience in hospitality, event planning, or facilities coordination.

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).

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
Culture & Belonging Employee Networks: At HUB, inclusion isn’t just a core value — it’s a shared commitment. We’re building a workplace where every voice is heard, every person is respected, and everyone can show up as their authentic self. One of the easiest ways to get involved is by joining one of our Culture & Belonging Employee Networks — communities where connection, support, and impact come to life. Currently we have the following networks: HUB Women Network HUB Black Inclusion Network Asian Pacific Islander Network Hispanic Network HUB Young Professional Enrichment (HYPE) Indigenous Network Pride Network Military Veterans/Military Spouses & Families Network Employees engaged in these groups all have an interest in raising awareness at HUB supporting the three-pronged D&I Strategy: Talent – the attraction, recruitment, and hiring of the best diverse talent; Culture – creating a culture of Inclusion and Belonging; and Community – having a diverse lens to the societal impact that we have in communities through volunteerism and philanthropy.