Division Operations Coordinator

How will your role impact First Command? 

The Division Operations Coordinator plays a key role in supporting the leadership teams overseeing field sales and client servicing activities.  Reporting to the Director, Field Support Operations, this position works closely with their assigned divisional leadership team, the larger Division Ops team, and key Home Office contacts, promoting a positive experience for field leadership and driving effective and efficient field operations.  Successful team members are passionate about providing high-quality service and exhibit optimism, enthusiasm, and professionalism in all they do.

 What will you be doing in your role? 

• Manage logistics and administrative tasks supporting leadership team consisting of Senior Vice President – Advisor Operations, Vice President – Division Operations, and Deputy Director – Operations.
• Leverage knowledge of First Command’s organizational structure, business model, policies, procedures, and resources to anticipate and address leadership team’s needs, serving as primary administrative contact and collaborating with internal and external partners where applicable.
• Coordinate heavy travel agenda for division leadership team, proactively identifying and resolving scheduling conflicts with local offices and other key stakeholders as applicable.
• Plan and execute in-person large group events, including division offsite meetings, trainings, and workshops.  Collaborate with leadership, facilitators, guest speakers, location contacts, transportation providers, etc. to produce agenda, materials, communications, attendee tracking, etc.       
• Plan, coordinate, and facilitate large group virtual events, including creating agendas, building presentations, managing attendance tracking, and producing event and breakout sessions.
• Process and track invoices, corporate card expenditures, and reimbursement requests to appropriate budgets and cost centers, acting as point of contact for questions and reconciliation of assigned budgets.    
• Track and report on divisional key performance indicators such as recruiting pipeline, production metrics, and regulatory compliance.
• Facilitate divisional communications and rewards and recognition programs by producing and distributing newsletters, ordering gifts and awards, etc.
• Create and maintain process documentation for divisional consistency and business continuity.
• Collaborate with team, department, and division leadership to identify, research, design, communicate, and implement process improvement opportunities.
• Complete special projects and other miscellaneous duties as assigned.

What skills/qualifications do you need?

Education/Certifications

• High school diploma required
• Bachelor’s degree preferred (equivalent work experience will be considered)

Work Experience

• Minimum 5+ years in a professional office setting (required)
• Minimum 3+ years in a leadership/executive support role strongly preferred

Knowledge, Skills and Abilities

• Excellent verbal/written communication, interpersonal, consultative and negotiation skills
• Ability to collaborate at all levels within an organization
• Strong ability to exercise listening, problem solving, and forward/out-of-the-box thinking skills to anticipate and resolve challenges
• Ability to maintain a high degree of confidentiality, demonstrate integrity and ethics, and exercise good judgement in interactions with leadership, peers, and others
• Demonstrated ability to work both within a team and independently with minimal direction as needed to meet deadlines in a fast-paced environment.
• High level of adaptability and capacity to prioritize, multi-task, and adjust focus when needed, particularly within an Agile organization.  
• Strong commitment to, and ability to demonstrate, customer service, proactivity, organization, accuracy, and attention to detail
• Prior experience creating/distributing professional presentations and communications
• Proficiency in large scale virtual meeting production/facilitation via MS Teams, Zoom, etc.
• Systems proficiency:
  • Microsoft 365; specifically Outlook, Excel, PowerPoint, Word, Teams, and SharePoint (required)
  • Salesforce (reporting experience strongly preferred)
  • SAP Concur (strongly preferred)
  • Microsoft Power BI (preferred)
• Ability to travel up to 20%

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