Office Manager/Executive Assistant – Northwestern Mutual (Tampa)

by | Dec 6, 2018 | Job Opportunities

General Responsibilities

The responsibility of the Office Manager is to manage the business operations of the District Network Office to enhance productivity and profitability. The Office Manager anticipates the needs of the agency, plans for its development with the Managing Director, recommends necessary changes, and takes independent action within areas of authority. The Manager subscribes to the philosophy, principles and practices of the Northwestern Mutual and District Network Offices. Specific responsibilities include but will not be limited to:

Staff Supervision

  • Direct supervision of District Network Office Operations Support Team.
  • Recommend to the Managing Director the number and skills of staff required.
  • Interview and hire quality staff.
  • Train and develop the team in all aspects of their responsibilities.
  • Maintain adequate coverage through cross-training.
  • Conduct performance reviews with each member of the staff and recommend salary increases and promotions to the Managing Director.
  • Maintain all employee records.
  • Administer benefits.
  • Create and maintain job descriptions for each position.
  • Create and maintain employee handbook.

Administrative Procedures

  • Review all home office communication and assure that the Managing Director, housed and detached financial representatives and staff are informed on a timely basis of any procedural changes.
  • Establish administrative procedures to ensure that the business needs of the district network office and the requirements of the home office are met.
  • Work in partnership with the Managing Director to plan for office development, and recommend changes in staffing, equipment, office space or layout, financial representative training and support necessitated by development plans.
  • Develop and maintain an agency manual of policies, procedures and practices.
  • Maintain Managing Director’s calendar in alignment with office priorities with regards to recruiting, leadership, and personal production. Proactively handle any calendar conflicts and consult with Managing Director when needed.

Facilities Management

  • Weekly inspect the office space and order necessary repairs or recommend replacement/improvement when necessary.
  • Establish, implement and maintain adequate security and safety procedures.
  • Recommend alterations in physical space layout to meet the needs of agency development.
  • Coordinate moves/expansions as necessary.
  • Research available technology and recommend changes in equipment as necessary.
  • Purchase and assure proper maintenance of office equipment, furniture, computers, phone system and office supplies.

Financial Representative Support

  • Provide, directly or indirectly, support to Managing Director and financial representatives in prompt issuance of policies, PPA creation and delivery, and effective service to policyowners; this will be in the form of troubleshooting, recommendation of home office or agency resources, and application expediting.
  • In partnership with the Managing Director, determine the level and type of administrative support to be offered to financial representatives and the charges for these services; administer financial representative support programs.
  • Train financial representatives on procedures and practices, on proper completion of applications, and on service requirements.
  • In partnership with the Managing Director, implement joint work program and provide oversight of open inventory and program progress to goals.
  • Implement and administer inforce marketing or network client management programs at the request of the Managing Director.

Financial

  • Work with the Managing Director on overall budgeting for the agency.
  • Throughout the year, monitor income and expenses against projections and recommend adjustments to the Managing Director.
  • Maintain integrity of financial systems.
  • If desired by the Managing Director, assist new financial representatives with financial management

Miscellaneous

  • Develop and administer contests
  • Create District Network Office Bulletin.
  • Coordinate meetings and attendance at Company Annual and Regional Meetings.
  • Manage pre-assigned contracting and licensing activities.
  • Monitor reports and take action (persistency, FMI Online, etc.).

Qualifications

It is recommended that the District Network Office Manager candidate have the following qualifications:

  • Bachelor’s degree, preferably in business, or an equivalent combination of education and/or progressively
  • Associate Agent Contract highly preferred
  • Superior written and oral communication skills
  • Two to three years’ experience in supervisory/management position
  • Financial training or background, with emphasis on financial planning and budgeting is desired
  • Ability to take independent action and make sound decisions
  • Comfort with technology; ability to make informed decisions about hardware and software support
  • Ability to be diplomatic
  • Experience in planning
  • Ability to lead change
  • Team-oriented
  • Ability to multi-task
  • Knowledge of state and federal Human Resources laws

Job Type: Full-time

Salary: $40,000.00 /year

Experience: