Office Manager / Executive Administrator

Job Description

Job Description

Position Title: Office Manager / Executive Administrator

Reports to: Chief Operating Officer

Department: Administration

Location: 475 Springfield Ave, Summit, NJ 07901; in-office position

Classification: Full-time; Exempt

Summary / Job Objective: This is a key position that will have 2 main areas of focus: Office Manager and Executive Administrator. As the Office Manager for our Summit, NJ headquarters, this position will be responsible for greeting all clients and visitors as well as ensuring the office runs smoothly. As the Executive Administrator, this role will complete all administrative duties for the Simplicity Executive Team as requested. S/he may be responsible for the Executive Team’s travel and expense coordination.

Essential Job Functions: This position requires: lifting up-to 25 lbs, repetitive movements used for typing/texting/dialing, the ability to sit and/or stand for up-to 8 hours/day.

Primary Responsibilities:

Office Manager

· Acts as Corporate Office “go-to” person for all trouble-shooting and solution finding

· Ensure the office runs smoothly and efficiently

· Organize office operations and procedures

· Identify opportunities for process and office management improvements, and design and implement new systems

· Coordinate Office activities to help drive and support Company culture

· Monitor and maintain (ie: stock) office and kitchen supplies and research advantageous deals or suppliers

· Act as point person for maintenance, mailing, shipping, supplies, equipment, and errands

· Partner with HR to maintain office policies as necessary

· Coordinate with IT department on all office equipment and security, as applicable

· Perform receptionist duties: greet visitors, and answer and direct phone calls as needed

· Receive and sort incoming mail and deliveries, and manage outgoing mail

· Maintain a safe and secure working environment

Executive Administrator

· Assist with Executive Team Travel (as requested) and process Executive Teams’ expenses

· Coordinate visitor travel requirements and communications

· Organize and schedule meetings and appointments as requested; both onsite and external

· Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, and assisting in company meetings and events

· Other duties as required

Qualifications:

· Experience in an office setting, supporting C-Suite Executives is a must

· Experience in an insurance/financial services company is preferred

· Must possess a high degree of discretion, a high level of professionalism, and a strong sense of urgency

· Must possess strong computer skills (proficient in PowerPoint, Word and Excel) and must be able to adapt quickly to a changing environment

· Proficient in Google Workspace and Gmail a plus

· Full comprehension of office management systems and procedures

· Exemplary planning and time management skills

· General IT experience / knowledge a plus

· Project Management experience a plus

· An advanced degree is highly preferred

Core Competencies:

· Proven attention to detail a must

· Confident, self-assured and comfortable presenting to senior management

· Must possess excellent verbal and written communication skills, superior interpersonal skills, superior judgment and decision-making capability

· Ability to handle multiple priorities and to solve problems while maintaining a positive attitude is essential

· Strong listening skills

· Welcomes change as an opportunity to grow, entrepreneurial in nature

· Self-starting and takes initiative naturally

· Cohesive team worker and open minded to the ideas of others

· Transparent and open in all aspects of problem and incident management

· Willing to take on new and additional responsibility quickly

· Proven ability to work with confidential information with discretion

Compensation & Benefits:

Compensation (based on experience)

• Base salary: $65,000 - $75,000
• This is an exempt position
• Annual performance bonus target: 10%

Benefits

• Employee benefits (medical, dental, vision, life insurance, other)
• 401k with employer match
• Paid Time Off
• Paid parking

Limited-to-no travel required, however there may be times when after hours (nights/weekends) urgent requests come in that need to be handled immediately.

Location : 475 Springfield Ave, Summit, NJ 0701 / this is a full-time, in-office position

Company Description

Headquartered in Summit, New Jersey, Simplicity Financial Marketing Group Holdings (“Simplicity Group”) is a financial holding company in the independent financial services sector that specializes in the distribution of retirement and financial planning solutions. Simplicity Group and its wholly-owned Broker-Dealer, partners with insurance and investment professionals to help provide consumers with guaranteed income and life insurance products, wealth accumulation strategies, disability, and long-term care protection in support of a holistic financial strategy.

Through its vast distribution network of insurance, wealth, and institutional channels, Simplicity Group has assisted with the placement of more than $10 billion of insurance assets and has $10 billion of assets under management and advisement as of Q4 2024. Simplicity Group is a fast-growing business, focused on organic growth initiatives to help its distribution partners expand their businesses. Simplicity Group has over 1,100 employees and 70 operating subsidiaries. Simplicity Group is owned by two of the leading San Francisco-based financial and tech-enabled services private equity firms and by its operating Partners, who help drive the company’s day-to-day business.

For more information, please visit simplicitygroup.com.

Company Description

Headquartered in Summit, New Jersey, Simplicity Financial Marketing Group Holdings (“Simplicity Group”) is a financial holding company in the independent financial services sector that specializes in the distribution of retirement and financial planning solutions. Simplicity Group and its wholly-owned Broker-Dealer, partners with insurance and investment professionals to help provide consumers with guaranteed income and life insurance products, wealth accumulation strategies, disability, and long-term care protection in support of a holistic financial strategy.\r\n\r\nThrough its vast distribution network of insurance, wealth, and institutional channels, Simplicity Group has assisted with the placement of more than $10 billion of insurance assets and has $10 billion of assets under management and advisement as of Q4 2024. Simplicity Group is a fast-growing business, focused on organic growth initiatives to help its distribution partners expand their businesses. Simplicity Group has over 1,100 employees and 70 operating subsidiaries. Simplicity Group is owned by two of the leading San Francisco-based financial and tech-enabled services private equity firms and by its operating Partners, who help drive the company’s day-to-day business.\r\n\r\nFor more information, please visit simplicitygroup.com.