Executive Administrative Assistant - Winston-Salem, NC
6 hours ago
Job description
About the Company - PeopleSolutionsNOW is conducting a talent search on behalf of The Malmo Group
Starting Salary 45,000-55,000.
Position: Administrative Assistant (onsite)
About The Malmo Group
The Malmo Group helps clients achieve financial confidence through personalized strategies and exceptional service. We're seeking an Administrate Assistant who thrives in a professional, client-focused environment and takes pride in delivering excellence every day.
About the Role
This role supports a senior financial advisor by managing key administrative and operational responsibilities that keep the business running smoothly. The ideal candidate is proactive, detail-oriented, and highly organized, ensuring client needs are met accurately and on time.
Daily Responsibilities
- Review obituaries for clients and clients' relatives.
- 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 documents (financial verifications, tax forms, voided checks, medical records, etc.).
- Monitor application progress and communicate with the business coordinator regarding underwriting requirements.
- Complete investment applications for client signatures and submit to MMLIS; monitor approval through completion.
- Deposit investment account checks on the same day they are received.
- Communicate with clients by email and phone to answer questions or provide updates.
- Maintain an updated list of active projects and outstanding work.
- Prepare dictation from Mobile Assist for advisor review.
Weekly Responsibilities
- Maintain filing in a consistent and orderly manner.
- Review term policy lists for upcoming term conversion deadlines.
- Send client correspondence to compliance (e.g., James Ziel, Cody Dawkins).
- Review term contracts for guarantee period expirations.
Monthly Responsibilities
- Prepare and send birthday letters and emails to clients.
Annual Responsibilities
- Prepare split-dollar letters in January.
- Print and file annual investment statements.
- Renew state licenses.
Required Qualifications
- 3+ years of administrative or executive assistant experience; financial services, wealth management, or insurance background preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM systems.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication abilities.
- Proven ability to manage multiple priorities and meet deadlines.
- Professionalism, discretion, and client-service mindset.
- Knowledge of financial, life, or annuity products is a plus.
- Associate or bachelor's degree preferred.
Why Join The Malmo Group
This is a unique opportunity to be part of a trusted and growing financial services firm that values excellence, integrity, and meaningful client relationships. You'll play a critical role in helping our advisors focus on what matters most — serving clients and growing the business.
Next Steps
If you're passionate about supporting excellence in client service and enjoy a structured, professional environment, we'd love to hear from you.
Job Type: Full-time
Pay: $45, $55,000.00 per year
Application Question(s):
- Do you live within 25-30 miles of zip code 27103?
- Are you willing to study for and pass the Series 6 and 63 licensing exams?
Work Location: In person
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