Operations Assistant

Operations Assistant

Hours: 8:30-5:00 Local Time

Location: In Office, with flexibility for hybrid

Compensation: Based on Experience

Offices: At USG, we empower our team members with the flexibility to opt for remote, hybrid, or fully in-office schedules. Presently, we operate nine physical branch locations across the United States:

• California: Irvine
• Florida: Tampa
• Idaho: Sandpoint
• Illinois: Chicago
• Louisiana: Covington
• Minnesota: Shoreview
• Pennsylvania: Canonsburg
• Texas: Arlington and Houston

Who We Are: Welcome to USG, a distinguished national wholesale broker and managing general agent (MGA) with a prominent presence across the nation. Our extensive network spans over 400 different markets and we proudly write business in all 50 states.

USG has consistently earned recognition for our excellence, being ranked as a 5-star MGA by Insurance Business of America for four consecutive years. Moreover, we take pride in our continuous acknowledgment as a Top Insurance Workplace over the past five years, as voted on by our current team members.

Understanding that a fulfilling culture is paramount in career satisfaction, we at USG prioritize fostering a collaborative and mentoring-focused environment. We recognize the pivotal role each team member plays in our success, emphasizing hands-on training to ensure everyone feels comfortable and confident in their role. At USG, we actively empower our team members to bring their authentic selves to the workplace, recognizing that fostering diversity is essential for a thriving, creative, and dynamic professional environment.

In today's rapidly evolving business landscape, embracing cutting-edge technology is not just a choice but a necessity for staying relevant in the marketplace. Our in-house IT development and support teams, located in Canonsburg, PA, expertly oversee and manage both our proprietary and third-party systems, ensuring our sales operations stay at the forefront of technological advancement. Embark on your professional journey with USG, where it's more than just a job – it's a vibrant and supportive community committed to nurturing your success.

The Role Itself

We're seeking an Operations Assistant who thrives in a fast-paced, high-energy environment and brings a positive, solutions-focused mindset to every task. The ideal candidate will be highly organized, adaptable, and able to manage shifting priorities with professionalism and enthusiasm. You should be energized by working in a dynamic and sometimes chaotic environment, while maintaining accuracy and attention to detail. A willingness to constantly learn, grow, and take on new challenges is essential, along with strong communication skills and the ability to collaborate effectively across all levels of the organization.

Responsibilities include:

Key Responsibilities:

• Execute administrative tasks including drafting letters, memos, forms, and reports based on written or verbal instructions.
• Provide direct operational and administrative support to the COO and leadership staff.
• Manage complex scheduling, coordinate meetings, and maintain calendars for executives and teams.
• Prepare, update, and maintain reports, spreadsheets, and internal documentation.
• Process and organize incoming and outgoing correspondence, including email, phone calls, and physical mail.
• Maintain accurate records, databases, and organized filing systems (digital and physical).
• Collaborate with multiple departments to ensure workflow efficiency and timely task completion.
• Coordinate travel arrangements for new hires, staff, and leadership, including booking flights, hotels, and transportation.
• Support legal and compliance functions by preparing documentation, organizing case files, and tracking deadlines.
• Maintain office supply inventory, anticipate needs, and place/expedite orders as required.
• Plan and coordinate meetings, events, and corporate catering needs.
• Organize and schedule appointments, ensuring optimal time management for leadership.
• Perform additional duties and special projects as assigned to support operational priorities.

What We Are Looking For:

Qualifications & Skills: To perform this role successfully, the Operations Assistant must consistently demonstrate competence in each essential job duty. The ideal candidate will have:

• Excellent verbal and written communication skills, with strong interpersonal and customer service abilities.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Solid business writing skills for preparing professional correspondence, reports, and documentation.
• A high level of professionalism, integrity, and discretion.
• Exceptional time management skills, with a proven track record of meeting deadlines and staying organized under pressure.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• A positive, energetic, and adaptable approach to work, with a willingness to learn and grow.
• High school diploma or equivalent (required); post-secondary education a plus.
• Minimum of 2 years of clerical or administrative experience in an office environment (preferred).
• Ability to sit for extended periods while working on a computer.
• Ability to lift up to 20 pounds occasionally.

What USG Has To Offer:

• Competitive pay based on experience
• Comprehensive benefits package including: Company-paid benefits: Short-Term Disability, Long-Term Disability, Basic Life, AD&D, and Team member Assistance Program
• Medical, Dental, Vision, and Life
• 401K Retirement Plan
• Flexible Spending Account
• Dependent Care
• Tuition Reimbursement
• Producer Savings Bonus Plan
• Access to 24/7 virtual training through USG University
• Outstanding company holiday schedule and generous paid time off package
• Potential for exponential growth in the company

Join Us! If you're excited about the wholesale industry and are ready to contribute your skills and passion to a dynamic team, USG Insurance Services is the perfect company for you. We're looking for individuals who share our entrepreneurial spirit and are eager to help us shape the future of wholesale insurance.