Division Operations Coordinator

First Command Financial Services, Inc.; Fort Worth (TX); Hybrid; USD 80,000 - 110,000; Full time

Job summary

First Command Financial Services, Inc. is seeking a Division Operations Coordinator to partner with divisional leadership and Home Office partners. You will manage calendars, travel, budgets, exec dashboards, and communications to enable strategic priorities in a fast-paced environment.

The role emphasizes process improvement, cross-functional collaboration, and delivering a white-glove executive experience. 10+ years in a professional office setting and a bachelor’s degree are preferred.

Qualifications

• Excellent verbal and written communication for senior leaders.
• Ability to influence across levels, including district leadership.
• Strong analytical and problem-solving to identify bottlenecks.
• High discretion with sensitive information and confidentiality.
• Ability to manage end-to-end processes with minimal direction.
• Experience planning large hybrid/virtual events with follow-up.

Responsibilities

• Serve as strategic partner to division leadership, managing calendars, travel, workflows, and budgets.
• Run leadership cadence: meeting agendas, decisions, ownership, follow‑through.
• Act as operational point of control for District leadership; track issues and escalate.
• Drive continuous improvement; develop division frameworks and processes.
• Develop dashboards and documentation on metrics, issues, projects.
• Plan and execute large-scale division events and trainings; deliver executive communications.
• Own special projects across Division Operations and other teams.

Skills

Executive communication

Cross-functional collaboration

Problem-solving

Strategic planning

Attention to detail

Time management

Presentations

Stakeholder management

Leadership support

Adaptability

Education

High school diploma

Bachelor’s degree

Tools

Microsoft 365

Outlook

PowerPoint

Excel

SharePoint

Salesforce

SAP Concur

PowerBI

Job description

Job Description

The Division Operations Coordinator is a trusted partner to divisional leadership, playing a pivotal role in the success of field sales and client servicing operations. Reporting to the Director, Field Support Operations, this role works closely with divisional leaders and key Home Office partners to deliver a consistently high-quality experience for field leadership. Division Operations Coordinators align across teams to drive meaningful impact on operational effectiveness and efficiency by proactively anticipating business needs, optimizing processes, and enabling execution of strategic priorities. The ideal candidate is energized by serving others, thrives in a fast‑paced environment, and brings professionalism, adaptability, and a solutions-oriented mindset to every interaction.

What will the employee do in this role?

• Serve as a strategic partner to division leadership, providing high‑level administrative and operational support for the Senior Vice President, Vice President, and Deputy Director. Manage complex calendars, frequent travel coordination, operational workflows, and budget oversight to ensure leaders can focus on driving business results.
• Run the operating cadence of the leadership team by preparing executive‑level meeting agendas, capturing decisions and deliverables, owning action‑item tracking, assigning ownership, and driving follow‑through across leadership teams and functional partners.
• Act as the operational point of control and escalation for District leadership by leveraging deep knowledge of First Command’s organizational structure, business model, policies, procedures, and resources. Own issue tracking, exception management, and resolution, aligning stakeholders around solutions, maintaining transparency into progress, and coordinating timely, effective communications with Home Office partners.
• Lead continuous improvement efforts by driving the development, delivery, and adoption of standardized division operational frameworks, procedures, and processes that simplify complexity, leverage enterprise technological capabilities, enable decision‑making and consistent execution, and promote accountability. Closely partner with other Division Operations Coordinators across leadership teams, Advisor Ops department, and other functional areas to identify, research, design, document, communicate, and implement improvement opportunities that enhance effectiveness and efficiency.
• Strengthen organizational accountability and visibility through the development and ownership of dashboards and documentation. Track, analyze, and report on key divisional metrics, active issues, exceptions, projects, processes, and recurring workstreams to ensure alignment with enterprise standards and priorities and proactively surface risks or bottlenecks.
• Plan and execute large‑scale division operations and events, including meetings, trainings, and workshops, often partnering across divisions. Lead end‑to‑end execution by coordinating agendas, materials, communications, attendee tracking, technology, vendors, and post‑event follow‑up. Deliver a seamless, white‑glove experience while measuring effectiveness through assessments and feedback.
• Produce executive‑ready deliverables including presentations, operating summaries, dashboards, and communications that are accurate, well‑organized, visually polished, aligned with brand and department standards, and tailored for senior leaders, field leadership, and cross‑functional partners.
• Own special projects and operational initiatives as assigned, with authority to coordinate across Division Operations and other teams, monitor progress, and

What skills and qualifications does this employee need?

Education

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

Work Experience

• Minimum 10+ years in a professional office setting (required)
• Minimum 5+ years in an executive support role (strongly preferred)

Required Knowledge, Skills And Abilities

• Excellent verbal and written communication skills, with the ability to build strong relationships through effective interpersonal, consultative, facilitative, and negotiation capabilities - particularly in support of issue resolution and cross‑functional coordination.
• Proven ability to collaborate and influence effectively across all levels of the organization, including senior leadership, district leaders, and Home Office partners, to drive alignment, decisions, and execution.
• Strong listening, analytical, and problem‑solving skills, with the ability to proactively identify operational friction, anticipate challenges, and recommend practical, scalable solutions - balancing speed, quality, and impact.
• Demonstrated sound judgment and discretion, with the ability to handle sensitive information, maintain a high level of confidentiality, and consistently model integrity and ethical behavior.
• Ability to operate independently with minimal direction while managing end‑to‑end processes, taking ownership for outcomes - not just tasks - while also contributing effectively as part of a leadership team in a fast‑paced environment.
• High degree of adaptability and time management discipline, with the capacity to prioritize competing demands, manage multiple workflows simultaneously, reallocate work appropriately, and pivot focus as business needs evolve.
• Strong commitment to service excellence and operational rigor, demonstrating proactivity, organization, accuracy, exceptional attention to detail, and the ability to bring structure to complex or ambiguous situations.
• Experience creating, managing, and distributing executive‑ready presentations, dashboards, and written communications, including synthesizing information for senior leaders and driving clarity around decisions, ownership, and next steps.
• Proficiency in planning, producing, and facilitating large‑scale virtual and hybrid meetings, including agenda management, participant coordination, technology enablement, and follow‑up execution using platforms such as Microsoft Teams, Zoom, or similar tools.
• Strong systems and operational proficiency, including:
  • Microsoft 365 suite (Outlook, Excel, PowerPoint, Word, Teams, SharePoint, and Copilot) (required)
  • Salesforce (reporting and issue‑tracking experience strongly preferred)
  • SAP Concur Travel and Expense (strongly preferred)
  • Microsoft PowerBI (preferred)
  • Ability to travel up to 20%

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