Office Administrator

At Darwin Wealth Management, we operate at the crossroads of art and science. Founded in 2006, our firm has evolved into a forward-thinking wealth management boutique that honors tradition while embracing innovation. With offices in Tampa, Clearwater, and Westport, CT, we deliver sophisticated financial planning and investment solutions through a highly personalized, collaborative approach.

We’re not your typical wealth management firm. We value adaptability, creativity, and a commitment to excellence. Our culture rewards initiative, attention to detail, and a willingness to stray from the herd.

Role Description

We’re seeking a dynamic Office Administrator to become an integral part of our Tampa headquarters. This full-time, on-site position requires someone who thrives in a fast-paced environment and takes pride in maintaining organization, efficiency, and polish across all aspects of the firm.

The ideal candidate will support both day-to-day operations and high-level executive initiatives, serving as the backbone of office coordination and the first point of contact for clients and guests.

Responsibilities include (but are not limited to):

• Manage daily office operations — including mail, supplies, and maintenance.
• Check and manage the firm’s general marketing email inbox.
• Oversee light IT coordination and troubleshooting.
• Conduct regular bank runs and handle related administrative tasks.
• Answer phones, greet clients, and ensure the office environment is welcoming and professional.
• Prepare and maintain hospitality items (coffee, refreshments, etc.).
• Coordinate client gifting programs (welcome and anniversary gifts).
• Support marketing efforts:
• Manage weekly blog posts — collect articles from advisors, publish online, and assist with email campaigns.
• Produce printed marketing materials and coordinate event promotions.
• Oversee logistics for marketing/prospecting events (vendor coordination, menu selection, AV setup, registration, and attendance tracking).
• Maintain monthly annuity commission reports.
• Assist in new employee onboarding — ADP setup, background checks, I-9 verification, computer/software setup.
• Review resumes, conduct initial screening calls, and coordinate interviews.
• Partner with firm leadership on executive-level projects.

Qualifications

Required:

• 3 years of experience in office administration or operations, preferably in a financial services, legal, or professional services environment.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and cloud-based systems.
• Ability to handle confidential information with discretion.
• Reliable transportation for local errands and off-site coordination.

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Preferred:

• Familiarity with marketing automation tools, email platforms (e.g., Constant Contact, HubSpot), and social media management.
• Experience with ADP Workforce Now or similar HR systems.
• Basic IT proficiency (hardware setup, software installation, troubleshooting).
• Demonstrated ability to work independently while collaborating with senior leadership.

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Why Darwin

At Darwin, agility is the key to stability. We believe in cultivating an environment where excellence, creativity, and accountability thrive together. You’ll work closely with a team that values authenticity, trust, and forward-thinking strategy, all while helping our clients and our firm evolve toward a stronger future.