Job title: Executive Office Coordinator
Salary: $50,000 annually
Reports to: Chief People Officer
Location: In Office
Be the Heart of Our Office.
Do you enjoy creating exceptional experiences, staying organized, and helping people succeed?
Midwestern Securities is looking for an energetic, service-oriented Executive Office Coordinator to become the face of our organization and the operational hub of our home office.
In this role, you'll be much more than the person who answers the phone. You'll help create an outstanding experience for clients, advisors, employees, and visitors while supporting executive leadership and ensuring our office operates efficiently every day.
If you're someone who thrives in a fast-paced environment, enjoys variety, and takes pride in making things run smoothly, we'd love to meet you.
About Midwestern Securities
At Midwestern Securities, we believe great companies are built by great people.
Our team is committed to helping financial advisors, banks, and clients achieve long-term success through trusted relationships, exceptional service, and a culture built on integrity, collaboration, and continuous growth.
Every member of our team plays an important role in creating an environment where people enjoy coming to work and where clients feel welcomed from the moment they walk through our doors.
Why Join Midwestern Securities?
When you join Midwestern Securities, you become part of a team that believes relationships matter.
You'll have the opportunity to:
- Make a meaningful impact every day
- Build relationships across the organization
- Work closely with executive leadership
- Help shape an exceptional workplace experience
- Being part of a collaborative and supportive culture
- Grow your career in a company that values people and professional development
If you're looking for a role where you can make a difference through organization, service, and relationship-building, we'd love to hear from you.
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Overview
The Executive Office Coordinator serves as the first impression of Midwestern Securities, creating a professional and welcoming experience for clients, visitors, employees, and business partners. This role provides executive administrative support, coordinates office operations, enhances the workplace experience, and ensures the smooth execution of meetings, events, and special projects. Success in this role requires exceptional organization, sound judgment, professionalism, and the ability to manage multiple priorities while maintaining a high level of confidentiality and service.
Reception & Client Experience
· Welcome clients, visitors, candidates, and employees with professionalism and warmth.
· Answer and direct incoming phone calls.
· Navigate queries or requests from customers/clients, as necessary, using personal judgment.
· Manage incoming and outgoing mail and shipping.
· Maintain an organized, fully stocked and welcoming reception area.
· Serve as the first point of contact for visitors.
Executive Support
· Coordinate executive calendars and meetings.
· Arrange travel and meeting logistics.
· Prepare presentations, reports, and correspondence.
· Support executive projects and administrative initiatives.
· Help leaders stay organized and focused on strategic priorities.
· Maintain confidentiality while handling sensitive executive information.
Office Operations
· Coordinate office supplies, inventory, and vendor relationships.
· Assist with office maintenance and facility needs.
· Prepare workspaces for new employees.
· Help maintain an organized, efficient office environment.
· Identify opportunities to improve office processes, organization, and operational efficiency.
· Additional duties as assigned.
Workplace Experience
· Coordinate recognition and milestone celebrations for employees and external partners.
· Assist with sending employee communications.
· Assist with onboarding activities.
· Support company culture initiatives.
· Help foster a welcoming, organized, and engaging workplace that reflects the company's culture and values.
Meetings & Events
· Attend meetings and other functions necessary to perform duties and promote organizational development.
· Coordinate company meetings and leadership events.
· Arrange catering and meeting logistics.
· Assist with company retreats and employee events.
· Ensure every event is organized and professionally executed.
· Provide back-up coverage to other team members.
· Ability to run errands in a car.
What We're Looking For
We're looking for someone who enjoys helping others, takes ownership of their work, and brings positive energy to the office each day.
Required Qualifications
· 2+ years of administrative, executive support, office coordination, or related experience.
· Excellent written and verbal communication skills.
· Exceptional organizational and time management skills.
· Ability to prioritize multiple competing priorities.
· High attention to detail.
· Proficiency with Microsoft Office.
· Ability to maintain confidentiality.
· Current Driver’s License Required.
· FINRA SIE license is required within 7 months of employment, as directed.
Midwestern Securities financially supports the cost of the study materials and the initial exam.
Preferred Qualifications
· Experience supporting executives.
· Experience in financial services or a regulated industry.
· Experience with Salesforce or CRM systems.
· Bachelor's degree preferred.
Work Environment/Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as personal computers, telephones, photocopiers, fax machines, and filing cabinets. This role requires the ability to lift materials (up to 25lbs), drive to various locations, and bend or stand as necessary.
Supervisory Responsibility
This position has no supervisory responsibilities.
No Visa Sponsorship. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Benefits:
- 401(k) matching
- Dental insurance
- Vision insurance
- Health insurance
- HSA
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m.
Occasionally early morning and after hours required to support key events.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Midwestern Securities is a member of FINRA/SPIC
Pay: $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
