Office Support Associate

Northwestern Mutual - Denver•Lakewood, CO

3d•$50,000 - $55,000•Onsite

About The Position

Northwestern Mutual is a dynamic and innovative financial services organization committed to excellence and growth. We are seeking a highly organized, professional, and proactive Office Coordinator to support our executive team and ensure smooth office operations. Our Mission: We help people protect their loved ones, build wealth, and live with financial confidence and clarity. Our Vision: At West Denver, we exist to elevate financial futures through expertise, integrity, and innovation. We honor the experience of our accomplished advisors who have built deep client relationships and lasting success. At the same time, West Denver welcomes new voices whose ambition, curiosity, and hunger for impact will shape the next chapter of our firm. West Denver strives to be the destination where established professionals and emerging advisors collaborate, learn, and grow. At West Denver, wisdom and fresh perspectives converge to deliver world class Financial Planning. West Denver advisors guide clients with sophisticated wealth management solutions and meaningful risk protection. This thoughtful combination builds prosperity, protects what matters most, and allows our clients to live with financial confidence across generations. The Office Support Associate will play a key role in supporting the executive team while also managing day-to-day office operations. This vast role requires a self-motivated, resourceful individual who can handle multiple tasks, maintain a professional office environment, and provide exceptional administrative support. The ideal candidate will be a strong communicator, adaptable, and able to multitask in a fast-paced office setting. This position reports to the Director of Operations.

Requirements

Previous experience in one or more of the following areas: receptionist, office manager, personal assistant, human resources, bookkeeping, or other administrative roles.
Process-oriented
Positive mindset & friendly demeanor
Ability to work independently as well as collaboratively with teams
Experienced high-level professional with history of successfully adopting new skills quickly and adapting to change in a fast-paced environment
Proficient in all Microsoft programs (including Outlook)
Comfortable with navigating technology, including virtual meeting platforms (Zoom)
Professional written and spoken language
Licensed Notary in Colorado

Responsibilities

Serve as the first point of contact for visitors, clients, and vendors, creating a welcoming and professional atmosphere in the office.
Set the tone for professional expectations among the organization’s members.
Answer main phone line, direct calls, and respond to inquiries as needed.
Manage office supplies, ensuring inventory is stocked and equipment is maintained, facilitating with vendors as needed.
Handle incoming and outgoing mail and deliveries, distributing to staff members as appropriate.
Oversee the maintenance of the office environment, coordinating with the property management company and various vendors for repairs and general office upkeep.
Assist with setting up and breaking down conference rooms for meetings and events, including A/V equipment setup and catering arrangements. Facilitate training room rental for external partners as needed.
Support the organization of office events, team-building activities, and celebrations.
Maintain office cleanliness and organization, ensuring the workspace is tidy and operational at all times. Tasks include but are not limited to running the dishwashers, cleaning out the refrigerators, and maintaining snack and beverage stations.
Provide technological assistance to staff members, with the help of the Technology Support Consultant.
Complete the steps for logging, processing, and depositing client checks in a timely manner on a daily basis in accordance with the business hours of the stock market, per compliance guidelines.
Process checks for payment and deposits, maintaining accurate records and ensuring that all financial transactions are completed promptly and accurately.
Distribute office-wide communications, including weekly reports and monthly newsletter.
Oversee the onboarding and offboarding process for advisors and district team members.
Maintain internal personal records, such as directories, anniversaries, and building codes.
Coordinate with the finance teams to ensure smooth handling of financial statements, invoices, and credit card reconciliation.
Perform notarial acts, ensuring documents are signed and notarized accurately and in compliance with legal requirements.
Provide comprehensive administrative support to Managing Director and other senior leadership executives, including calendar management, travel arrangements, and meeting coordination.
Handle confidential information with discretion and professionalism.
Screen and prioritize emails, phone calls, and other correspondence for the executive team.
Assist with various ad hoc projects, research, and event planning as requested by executives.
Organize and schedule meetings, conferences, and business trips for executives, ensuring all logistical details are managed.
Liaise with internal and external stakeholders on behalf of the executives.
Prepare and proofread documents, presentations, and reports for internal and external communication, ensuring all materials meet compliance guidelines.
Maintain cross-training, ensuring the ability to serve as the back up to the Director of Operations to fulfill duties in their absence as needed.