Operations Administrative Assistant

ABOUT HUB INTERNATIONAL:

HUB International Limited (“HUB”) is one of the largest global insurance and employee benefits broker, providing a broad array of property, casualty, risk management, life and health, employee benefits, investment and wealth management products and services. With over 21,000 employees in 600+ offices throughout North America, HUB has grown substantially, in part due to our industry leading success in Mergers and Acquisitions.

WHAT WE OFFER YOU:

At HUB we believe in investing in the future of our employees.  Our entrepreneurial culture fosters an environment of open feedback and improvement that empowers our people to make the best decisions for our customers and organization.  We offer:

• Competitive salaries and benefits offerings

• Medical/dental/vision insurance and voluntary insurance options

• Health Savings Account funding

• 401k matching program

• Company paid Life and Short-Term Disability Plans

• Supplemental Life and Long-Term Disability Options

• Comprehensive Wellness Program

• Paid Parental Leave

• Generous PTO Package - Vacation, Holiday, Sick, and Personal Time Off

• Great work/life balance, because that’s important for all of us!

• Focus on creating a meaningful environment through employee engagement events

• The ability to be a part of a motivated, winning team with the opportunity to learn from colleagues who are amongst the top talent in the industry!

• Growth potential - HUB is constantly growing and so can your career!

• A rewarding career that helps local businesses in the community

• Strong community support and involvement through HUB Gives

SUMMARY:

This role provides front-desk and administrative support for the Metairie, LA location while serving as backup to the Receptionist and Gulf South Region Facilities Assistant. The Operations Administrative Assistant manages visitor reception, phone systems, mail/package processing, and conference room coordination. This role administers desk reservation systems, maintains employee directories and emergency contacts, and submits IT service requests. It also provides support in facilitating employee registrations for credentialing and continuing education programs. This role supports multi-location operations through office access management, supply ordering, and vendor coordination for equipment services. The Operations Administrative Assistant requires strong organizational skills and professional demeanor to support multiple departments across the HUB Gulf South region.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain current mobile telephone contact information for all HUB Gulf South region (“GUS”) personnel to the emergency dialog system, including updates for onboarding and offboarding of employees and for re-assignment of an employee’s office location.  

• Serve as primary administrator for GUS locations’ OfficeSpace desk reservation system, including assisting employees with reserving desks as needed and ensuring appropriate desks are designated for hoteling.  

• Update GUS employees’ work telephone numbers listing approximately quarterly.

• Submit IT Service Desk tickets for GUS offices’ main telephone numbers to reflect scheduled holiday closures. Assist designated personnel in GUS locations with submitting IT Service Desk tickets for atypical closures and other instances affecting offices’ main telephone numbers, escalating such tickets as needed. 

• Facilitate GUS employees’ registrations to insurance designation credentialing courses and periodic renewals of such designations through third party vendors, maintaining current record of these course registrations and designation renewals. Facilitate GUS employees’ registrations to other insurance continuing education courses on an as needed basis.

• Function as primary backup to GUS Facilities Assistant on tasks including, but not limited to, maintaining office access card credentials for Metairie, LA location, approval of recurring office supply orders through online vendor for multiple GUS locations, coordinating with vendors for orders, installations, maintenance, and decommissioning of various office equipment in GUS locations.

• Additional clerical duties as assigned in support of various departments and special projects such as data entry, scanning, filing, photocopying, and collating.

• Retrieve USPS mail daily from local Post Office Box

• Other duties as assigned by the supervisor.

Function as primary backup to Receptionist in Metairie, LA l