Business Operations Manager

Northwestern Mutual; Irvine (CA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Life insurance

Disability insurance

Licensing paid

Job summary

Northwestern Mutual in Irvine, CA, seeks an experienced executive assistant to support the CEO of the Orange County Private Client Group. The role partners with the Director of Operations to manage complex schedules, prepare reports, and coordinate communications with clients, leadership, and Home Office.

Candidate will handle confidential matters, drive strategic initiatives, and ensure timely follow‑ups. The position offers a competitive base salary and an incentive plan, plus comprehensive

Qualifications

• Experience supporting C-suite executives, including calendar and email management.
• Ability to prepare reports and correspondence with a high level of accuracy.
• Strong discretion and confidentiality in handling sensitive information.

Responsibilities

• Anticipate CEO needs and prioritize commitments.
• Manage a highly active calendar with both personal and professional events.
• Prepare reports, correspondence, and travel arrangements.
• Represent the CEO with internal and external stakeholders.
• Collaborate with Executive Leadership on strategic initiatives and tracking.

Skills

Executive support

Calendar management

Relationship building

Confidentiality

Strategic initiatives

Tools

Power BI

Microsoft Office

Job description

Reports to and provides high level executive support to the CEO of a top firm within the Northwestern Mutual Orange County Private Client Group. In addition, provide operational business support in partnership with the Director of Operations. The Business Operations Manager serves as an extension of our CEO with internal and external constituents (Clients, Executive Leadership Team, Firm Advisors, Staff, Home Office) on matters pertaining to clients and the firm business operations at large. To use intuition, judgement, organizational knowledge, motivation, and personal leadership to be an integral member of the team.

Responsibilities

• Anticipate the needs of the CEO
• Directs and Informs the CEO toward highest best use of time
• Complete a broad variety of administrative tasks: manage exceptionally active calendar (personal and professional), develop/run variety of reports, compose and prepare correspondence, arrange personal and professional travel plans
• Provide any required assistance to allow the CEO to focus on priorities with the organization
• As a representative of the CEO, build and maintain relationships with all constituents and ensure CEO has touchpoints will all constituents
• Maintain standards of confidentiality with respect to all matters and documents
• Work with the CEO and Executive Leadership Team on Strategic Initiatives and Tactics (documentation / follow-up / accountability)
• Participate in regular business planning meetings with partners to capture notes and provide a summary of action items stakeholders are accountable for
• Communicate directly and on behalf of the CEO with all constituents (Executive Leadership Team, Firm Advisors, Teams, Staff, Home Office)
• Work closely with the CEO to keep informed of pending commitments, responsibilities and follow-ups needed
• Prioritize conflicting needs, handle matters in timely fashion, proactively and follow-through on projects to completion
• Ensure CEO credentials are updated annually (continuing education, assessments, designations)
• Handle any special projects as needed by the CEO or Executive Leadership Team

Office/Team Operations

Team Development

• Oversee the coordination of firm review process to ensure timely execution of quarterly sessions and partner reviews

Team Human Resources administration

• Oversee the onboarding of new team members with respect to Northwestern Mutual Orange County contracting, licensing and technology setup
• Processing employee payroll
• Oversee employee incentive reporting
• Manage employee benefits management
• Oversee employee rewards and recognition

Office Management

• Manage the overall office and technology inventory
• Assist in generating firm business production/operations reporting (Power BI)

RESULTS

• Maintaining ideal calendar for the CEO
• Along with the CEO and Director of Operations, hold Executive Leadership Team members accountable to their annual goals and business objectives
• Firm Production, M&V Goals

We believe in building a team that loves what they do and creating a work environment that supports long-term career growth. Accordingly, we provide a highly rewarding compensation package which includes:

• A competitive base salary based on experience ($90,000 - $120,000 depending on experience)
• An incentive (bonus) compensation plan driven by both individual and firm performance
• Access to health, vision, dental benefits as well as group life and disability insurance with costs to be shared by employer
• 100% Employer-Paid licensing, professional development, and education opportunities