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 21000 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 thats 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 employees 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 fromlocalPost Office Box

• Other duties as assigned by the supervisor.

Function as primary backup to Receptionist in Metairie LAlocationon tasks including but not limited to:

• Answer incoming telephone calls transfer calls and route messages mail packages and faxes toappropriate personnelordepartmentin a friendly and professional manner.

• Greetand check-in on-site visitorsdeterminenature of visit andannounce visitorstoappropriate personnel. Ensure vendor representatives havenecessaryaccess for on-site deliveries and maintenance appointments.

• Sort and scan paper mail routing toappropriate personnel.

• Prepare outgoing mailings and packages for pickup by courier service and USPS.

• Coordinate conference room reservations.

• Maintain office supplies inventory and coordinate with Facilities Assistant for regular supply orders.

CORE COMPENTENCIES:

• Ability to communicate clearly and effectively both verbally and in writing.

• Active listening skills and the ability to tailor messaging for different audiences.

• Ability to work independently or in a team environment.

• Ability to manage multiple responsibilities without compromising quality.

• Proactively anticipates needs and prioritizes action steps.

• Ability to work in a fast-paced energetic environment and remain open to change and new ideas.

• Possesses strong communication organizational and time management skills with extreme attention to detail.

• Demonstrates a strong work ethic and commitment to goals to provide top-tier service to clients customers or stakeholders.

• Ability to apply independent judgment and reasoning while completing tasks.

• Ability to navigate the Microsoft Office platform including Outlook Teams and other programs.

• Ability to independently operate various office equipment including multi-line soft telephone system computer with keyboard and mouse multi-function printer/copier/scanner devices folding/inserter machine and postage machines.

• Ability to maintain confidentiality honesty and ethical standards.

• Ability to sit or stand for extended periods of time

• Ability to lift or carry items up to 15 pounds.

• Ability to walk stoop kneel and/or reach overhead

REQUIREMENTS:

• High School diploma or equivalent plus two (2) or more years of secretarial clerical or administrative work experience in a professional office setting isrequired.

• Ability to work in-office at the Metairie LA location during regular business hoursof8:00 AM to 4:30 PM CST Monday through Friday.

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity national origin religion age color sex sexual orientation gender identity disability or veterans status or any other characteristic protected by local state or federal laws rules or regulations.

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