Executive Client Excellence Coordinator

OneTeam Financial; Red Bank (NJ); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Competitive salary

Health, dental, and retirement benefits

Paid time off and holidays

Hybrid work environment

Job summary

A holistic financial planning firm is seeking an organized executive assistant to support top insurance producers. The role blends executive-level support, high-touch client service, and insurance case coordination. Candidates must be professional and detail-oriented, with comfort in interacting with high-net-worth clients. The position offers competitive compensation, benefits, and a hybrid work environment.

Qualifications

• Experience in a role providing executive support, preferably in financial services.
• Familiarity with life insurance and advanced financial planning.
• Ability to thrive in a fast-paced environment.
• Strong client service and communication skills.
• Experience with CRM and document management tools.
• Comfort working in hybrid/in-office environment.

Responsibilities

• Serve as the first point of contact for clients and prospects.
• Manage scheduling, client meetings, and advisor support tasks.
• Coordinate insurance cases and vendor interactions.
• Communicate professionally, warmly, and with confidence.
• Ensure follow-ups and next steps are handled promptly and accurately.
• Proactively manage the advisor’s schedule, priorities, and travel logistics.
• Keep the advisor prepared, organized, and focused.
• Ensure all materials, illustrations, and documentation are ready in advance.
• Track open items and drive them to completion.
• Interface with case design partners and case management vendors.
• Monitor vendor communications and support coordination.

Skills

Strong verbal and written communication skills

Exceptional organization

Attention to detail

Multitasking

Professional presence

Communication skills

Tools

CRM systems (SmartOffice, SalesForce)

Microsoft Outlook

eMoney, Wealth Manager

eMoney

Wealth Manager

Job description

Hybrid / In-Office Preferred | Full-Time | Competitive Compensation + Benefits

We are a holistic financial planning firm in Monmouth County NJ serving high-net-worth individuals and families, with a deep focus on retirement wealth planning and advanced life insurance strategies. Our reputation is built on trust, precision, and an unwavering commitment to client excellence.

We are seeking a highly organized, polished, and client-focused professional to support our top insurance producers. This is a critical role for someone who thrives on ownership, anticipates needs, and takes pride in delivering an exceptional experience both for clients and for the advisors we support.

The Opportunity

This role is a blend of:

• Executive-level administrative support with a focus on calendar management
• High-touch client service
• Insurance case coordination and vendor management

You will serve as:

• The first point of contact for clients and prospects
• The organizational anchor for a frequent traveling advisor
• The liaison between internal teams and external operational partners

Success in this role requires confidence, warmth, exceptional organization, and the ability to keep complex workflows moving forward without needing reminders.

What You Can Expect

• A trusted, high-impact position focused on supporting a top producer
• Meaningful interaction with sophisticated HNW clients
• Exposure to advanced insurance planning and complex case design
• A collaborative firm that values accountability, ownership, and follow-through
• The opportunity to bring structure, clarity, and calm to a fast-moving desk

Key Responsibilities

Client Experience & Communication

• Serve as the first impression for clients and prospects
• Schedule, confirm, and manage client and prospect meetings
• Communicate professionally, warmly, and with confidence
• Ensure follow-ups and next steps are handled promptly and accurately
• Proactively manage the advisor’s schedule, priorities, and travel logistics
• Keep the advisor prepared, organized, and focused
• Ensure all materials, illustrations, and documentation are ready in advance
• Track open items and drive them to completion

Insurance Case Coordination

• Interface with case design partners, and case management vendors
• Track status on client applications, underwriting requirements, and outstanding items
• Monitor case progress and communicate updates clearly with Advisor(s)

Operations & Administrative Excellence

• Maintain accurate records and documentation
• Support internal workflows and compliance processes
• Anticipate needs and identify opportunities to improve efficiency
• Act as the “air traffic controller” for complex, multi-party initiatives

What We’re Looking For

• Strong verbal and written communication skills
• Professional presence and comfort working with HNW clients
• Exceptional organization, attention to detail, and follow-through
• Ability to multitask and manage changing priorities
• Confidence to keep a senior advisor on task respectfully and effectively
• Friendly, positive, and solutions-oriented mindset
• Comfort with early mornings and schedule flexibility a plus

Preferred Experience

• Having worked in a financial service, life insurance environment
• Exposure to life insurance, variable products, or advanced planning
• Experience coordinating with external vendors or carriers
• Strong comfort with CRM systems (SmartOffice, SalesForce) scheduling tools (Microsoft Outlook), and document management (eMoney, Wealth Manager)

Our Core Values in Action

We take culture seriously. This role requires alignment with our Core Values.

• Always Do the Right Thing - We act with honesty and integrity, especially when decisions are difficult. We communicate our mistakes quickly and focus on resolutions.
• Under Promise / Over Deliver - We set clear expectations and consistently exceed them, with precision, care, and a client‑first mindset.
• Contribute to a Positive Culture - We support one another through professionalism, collaboration, and a solutions‑oriented approach internally and with clients.
• Never Stop Learning & Helping Others - We continuously improve our skills, processes, and knowledge, and we share what we learn to elevate the entire team.
• Hungry & Driven - We show up with energy, initiative, and ownership. We move work forward proactively and persist through challenges. Be willing.

• Competitive salary, commensurate with experience
• Health, dental, and retirement benefits
• Paid time off and holidays
• Hybrid / in‑office environment with flexibility

How to Apply

• Please submit your resume and a brief cover letter explaining your interest in this role and why you would thrive supporting a high-producing insurance advisor in a client-centric [e-mail]