Summary of Position The Office Manager & Administrative Assistant serves as a key contributor to the smooth operation of the Fairfax office, providing support across office administration, client experience, and business operations. This position plays an important role in creating a professional, welcoming environment for clients and team members while supporting financial planning processes, client service initiatives, and administrative functions. This opportunity is ideal for a proactive, detail-oriented professional who enjoys building relationships, delivering exceptional service, and contributing to a collaborative team environment.

Duties and Responsibilities Client Experience & Hospitality:

Create a welcoming and professional experience for clients, guests, and associates from arrival through departure. Build positive relationships through phone calls, emails, text messages, and in-person interactions. Collaborate with team members across departments to ensure exceptional service and client satisfaction. Regularly inspect conference rooms, the Client Experience Center, and kitchen areas to ensure cleanliness, organization, and appropriate inventory levels. Anticipate client and office needs and consistently deliver service that exceeds expectations.

Office Operations:

Coordinate office operations to ensure an efficient and productive work environment. Manage incoming and outgoing mail, including logging and processing investment-related checks in accordance with company procedures. Maintain office equipment, supplies, and inventory; coordinate replenishment requests as needed. Support onboarding and offboarding activities for team members, including office access, equipment, and system setup. Maintain books, records, and documentation in compliance with home office and regulatory requirements. Assist with office security, safety procedures, and facility management. Support office events, meetings, and special projects as assigned. Partner with leadership and the Operations Department to complete administrative and operational initiatives.

Administrative and Client Support:

Maintain accurate client records, case notes, correspondence, and files. Process insurance and account-related documentation and ensure proper record retention. Monitor underwriting requirements and Daily Status Reports to facilitate timely case processing. Serve as a liaison between clients and the home office to obtain and provide necessary information. Communicate with clients regarding application status updates, documentation requirements, and service requests. Support advisors and representatives throughout the client service and sales support process. Schedule client appointments and assist with referral and prospect outreach activities related to insurance and non-securities products. Coordinate medical, paramedical, and underwriting-related examinations. Process insurance service requests such as address updates, banking changes, loan requests, and policy service inquiries. Assist clients with onboarding and registration for online account access through the company client portal. Qualifications Excellent customer service and communication skills. Professional concierge and/or hospitality, financial service industry experience strongly preferred, but not required. Excellent interpersonal skills. High level of organizational skills. Has interest in learning on a continuous basis. Ability to maintain confidentiality. Ability to take independent action to make sound decisions and work on a team. Ability to handle detailed work with high degree of accuracy. Demonstrated organizational and time management skills and ability to multitask, set priorities and meet deadlines. Strong attention to detail with the ability to work with a high degree of accuracy. Ability to proactively identify what needs to be accomplished and act as appropriate. Excellent oral and written communication skills. Familiarity with Microsoft applications, Adobe Acrobat, data entry and information retrieval software (CRM). Ability to work on-site (in-office) five days per week, Monday through Friday. Complete their NAIC - Life & Health Insurance licensing credentials or obtain licensing within 6 months of employment. Confirm necessary contracting for being an Associate Agent Contract.

Pay:

$55,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Professional development assistance

Work Location:

In person