Administrative Assistant
The Malmo Group, LLC | Winston-Salem, North Carolina (on-site) |Full-time
$60,000 to $65,000 base, commensurate with experience, plus a 10 to 20% variable performance-based compensation opportunity at manager’s discretion
Overview
A senior financial advisor is looking for the person who will run the operational side of his practice. Applications submitted correctly the first time. Deposits made the day the check arrives. Nothing falling between the cracks. Clients who hang up the phone feeling well taken care of.
This is a long-tenure seat, not a stepping stone. The firm is looking for someone with a substantial administrative track record who wants to do this work at a high level and stay, and who takes real pride in operational work done exceptionally well.
About the role
This position supports a senior financial advisor by managing the administrative and operational work that keeps the practice running. It is a detail-intensive role with a predictable rhythm of daily, weekly, monthly, and annual responsibilities. The work is exacting, the standards are high, and the person in this seat is trusted with sensitive client information every day.
The right person takes genuine pride in doing operational work exceptionally well.
What you will do
Every day
- Review calendars for upcoming appointments and prepare PAAR (Policy Audit and Account Review) reports and meeting agendas
- Track and complete daily tasks and reminders
- Prepare life, disability, and annuity applications; schedule exams and collect required documentation including financial verifications, tax forms, voided checks, and medical records
- Monitor application progress and coordinate with the business coordinator on underwriting requirements
- Complete investment applications for client signature and submit to MMLIS; monitor through approval and completion
- Deposit investment account checks the same day they are received
- Communicate with clients by phone and email to answer questions and provide status updates
- Maintain a current list of active projects and outstanding work
- Prepare dictation from Mobile Assist for advisor review
- Monitor obituary notices for clients and client family members so the firm can respond promptly and appropriately
Every week
- Maintain filing in a consistent and orderly manner
- Review term policy lists for upcoming conversion deadlines
- Submit client correspondence to compliance for review
- Review term contracts for guarantee period expirations
Every month
- Prepare and send client birthday letters and emails
Every year
- Prepare split-dollar letters in January
- Print and file annual investment statements
- Renew state licenses
What you need to bring
- Three or more years of administrative or executive assistant experience supporting a senior professional or executive
- Proficiency in Microsoft Word, Excel, and Outlook
- Working experience with a CRM system
- Ability to work on-site full time in Winston-Salem, North Carolina
- Willingness to obtain applicable financial services and insurance licensure within twelve (12) months of hire, with study materials and examination fees sponsored by the Employer
- Willingness to complete a background check in accordance with applicable law
- Associate or bachelor’s degree, or equivalent administrative work experience
Helpful, but not required
- Experience in financial services, wealth management, or insurance
- Familiarity with life, disability, and annuity products
- Experience with insurance application and underwriting workflows
- Existing life and health or securities licensure
A deep administrative track record matters more here than industry background. If you have supported a senior professional at a high level for years and have not worked in financial services, the firm sponsors your study materials and exam fees for licensure.
What success looks like in this seat
- Accuracy over speed. Applications, deposits, and client records are handled correctly the first time.
- Complete follow-through. Items do not fall between the cracks, and status is always known.
- Discretion. Client financial and medical information is handled with absolute confidentiality.
- Directness and candor. When something is missed, unclear, or going wrong, it is raised immediately. The firm would far rather hear a problem early than discover it later.
- Client-service instinct. Clients feel well cared for in every interaction.
How we work
Established processes. The firm’s procedures have been refined over many years and exist for regulatory and client-service reasons. New team members are asked to learn them thoroughly before proposing changes. There is real room to improve how the firm works, and such input is welcome once the business is understood.
A strict standard of honesty. Candor is non-negotiable, including when the news is inconvenient.
Business professional dress code. This is a client-facing office and the team presents accordingly.
Ask for help. Some days are mundane and some are demanding. When help is needed, ask. If the advisor does not know the answer, he generally knows who does.
Structured onboarding. You will receive written priorities for your first 30, 60, and 90 days, along with regular check-in meetings, so you always know how your performance is being assessed and have a standing place to say what is working and what is not.
Why this role is worth your time
- A defined, stable rhythm of work rather than a role that changes shape every quarter
- Real ownership of the operational side of the practice, with the autonomy that comes from being trusted to run it
- A senior advisor who will teach you the business and who values the person in this seat
- Employer-sponsored licensure that deepens your professional credentials
- Performance-based compensation on top of base salary
- A small, professional office where your work is visible and it matters
Benefits
- Medical
- Retirement
- Paid Time Off
- Paid Holidays
- Monday-Friday Schedule
The Malmo Group, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law.
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
