Operations and Executive Support Lead - Potential for Hybrid Work

Hub International; McLean (VA); Hybrid; USD 65,000 - 80,000; Full time

Job summary

Hub International in McLean, VA is seeking an Operations and Executive Support Lead to provide high-level administrative support to executives and manage day-to-day office operations. The role emphasizes calendar management, travel coordination, and executive communication, with a path to hybrid work in this office.

The position focuses on onboarding, client communications, document preparation, and coordination with vendors.

Qualifications

• Excellent organizational skills with the ability to multitask and prioritize.
• Strong written and verbal communication with professionalism and discretion.
• Proficient in Microsoft Office and office management software; able to work independently within a team.

Responsibilities

• Provide executive administrative support, managing calendars, emails, and travel.
• Oversee day-to-day office operations, including coordination with vendors and office events.
• Support onboarding, client communications, and preparation of presentations and reports.
• Screen and prioritize inquiries, coordinate meetings, and maintain confidential information.

Skills

Attention to detail

Organizational skills

Multitasking

Written and verbal communication

Interpersonal skills

Teamwork and independence

Tools

Microsoft Office Suite

Job description

Operations and Executive Support Lead - Potential for Hybrid Work### Operations and Executive Support Lead - Potential for Hybrid WorkSolicitar: Hybrid Working: McLean, VA: Full time: Publicado hoy: R0039434**A path for every ambition.**At HUB, we believe the best work happens when people are given real space to grow and then given the autonomy to exercise it. We power progress and protect ambition: for the clients who count on us, and equally for the people who make that possible every day.We’re creative thinkers and determined doers, guided by values that show up in how we work together: with empathy, adaptability, accountability and a genuine commitment to one another’s success. We foster bold ideas, celebrate curiosity and share what we know. Because when people grow, the work they do grows with them.Our purpose is deeply human: to help people navigate the world on their terms, at their speed, toward their future. We hold that same commitment to the people building careers here.Whether you’re starting out or leveling up, you’ll find the resources to evolve, the support to take on more and a team ready to back you at every stage.Your ambition has a home here. We currently have an opportunity for an **Operations and Executive Support Lead**to join our **Retirement and Private Wealth**team in our **McLean, VA** office.The selected individual will be responsible for providing executive administrative support for executive members of the organization, in accordance with the practices, policies and procedures of the Company. This position will particularly focus on time management for the Managing Director, being aware of his daily appointments and tasks, managing e-mail and phone calls, identifying priorities and elevating them as needed.**Job Responsibilities will include, but are not limited to:*** Responsible for annual compliance audit for the office, coordinating with broker/dealer auditors and employees.* Oversee day-to-day office operations of firm including escalation, delegation and decision-making to ensure smooth operations, including management of an office manager.* Support office culture with coordinated office events, meetings, and team-building activities.* Manage Life Insurance process from application intake to policy issuance. Coordinate and communicate with the client, broker and insurance company status during the process.* Oversee work environment and delegate as needed for a clean and organized office space, ensuring all areas are properly stocked and maintained.* Serve as the primary point of contact for vendors and building management.* Assist operations department with employee lifecycle documentation including facilitation of onboarding, access and equipment for the success of all.* Handle general office-related inquiries and troubleshoot any issues that arise.* Provide high-level administrative support to executives, including managing calendars, scheduling meetings, coordinating presentations, and organizing travel.* Prepare, proofread, and edit correspondence, reports, and presentations as needed.* Screen and prioritize incoming communications (emails, calls, etc.) and respond or redirect as necessary.* Coordinate executive meetings, including preparing agendas, taking meeting notes, and following up on action items.* Assist in the preparation of presentations and reports.* Handle confidential information with discretion and professionalism.* Facilitate communication between executives, clients, and vendors to ensure smooth information flow.* Manage the team responsible for onboarding new clients to ensure smooth transitions, a positive client experience, and the achievement of onboarding milestones.* Coordinate team responsible for preparing client-specific materials for presentations and meetings, ensuring accuracy and alignment with client needs.* Maintain the internal database and lead the team during transitions to ensure smooth operations.* Other responsibilities as assigned by Manager.**Qualifications:*** Strong attention to detail with the ability to prioritize tasks effectively.* Excellent organizational and multitasking skills.* Strong written and verbal communication skills.* Ability to maintain professionalism and confidentiality.* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.* Ability to work independently and as part of a team in a fast-paced environment.* A positive, can-do attitude with excellent interpersonal skills.*The expected salary range for this position is $65,000 to $80,000 and will be impacted by factors such as the successful candidate’s skills, experience and working location, as well as the specific position’s business line, scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance, FSA, HSA and 401(k) accounts, paid-time-off benefits such as vacation, sick, and personal days, and eligible bonuses, equity and commissions for some positions.*