HUB International

Operations Associate, Retirement & Private Wealth

HUB International

full-time

Posted on:

Location Type: Hybrid

Location: Bethesda • Maryland • United States

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Salary

💰 $26 - $28 per hour

About the role

  • 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).

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.
  • Bonus: 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 Culture & Belonging
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office coordinationclient servicesadministrative supportcalendar managementevent coordinationoffice supply procurementdata auditingreport generationprocess documentationconfidential information management
Soft Skills
organizational skillsinterpersonal skillscommunication skillsattention to detailproactive attitudediscretionmultitaskinghospitalityteam supportvendor liaison