What are the responsibilities and job description for the Office Manager position at World Insurance Associates LLC?
Company Overview
World Insurance Associates (“World”) is a unique financial services organization with a global network of brokers and specialists who empower people to make informed decisions to improve their risk management outcomes, modernize their benefits programs, and help them achieve their long-term financial goals.
Founded in 2011, World is one of the fastest-growing, Top 25 insurance brokers in the U.S. with nearly 3,000 employees in more than 300 offices across North America and the U.K. World specializes in personal and commercial insurance, surety and fidelity bonding, employee and executive benefits, investment advisory and retirement plan services, and payroll & HR solutions.
Position Summary
We are seeking a proactive, highly organized Office Administrator to serve as the operational backbone of our financial services firm. This individual will manage compliance timelines, expense processes, executive support, client experience initiatives, and day-to-day office operations. The ideal candidate anticipates needs, manages recurring deadlines independently, and ensures the firm runs smoothly and professionally at all times.
Key Responsibilities
Compliance & Financial Operations
At World Insurance Associates (WIA), we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our products, and our community to flourish. WIA is honored to be an equal opportunity workplace. We are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national orientation, age, citizenship, marital status, disability, gender identity, sexual orientation, or Veteran status. In addition, WIA makes reasonable accommodations to known physical or mental limitations of an otherwise qualified applicant or employee with a disability, unless the accommodation would impose an undue hardship on the operation of our business.
To Executive Search Firms and Staffing Agencies
World does not accept unsolicited resumes from any agencies that have not signed a mutual service agreement. All unsolicited resumes will be considered World’s property, and World will not be obligated to pay a referral fee. This includes resumes submitted directly to Hiring Managers without contacting World’s Human Resources Talent Department.
World Insurance Associates (“World”) is a unique financial services organization with a global network of brokers and specialists who empower people to make informed decisions to improve their risk management outcomes, modernize their benefits programs, and help them achieve their long-term financial goals.
Founded in 2011, World is one of the fastest-growing, Top 25 insurance brokers in the U.S. with nearly 3,000 employees in more than 300 offices across North America and the U.K. World specializes in personal and commercial insurance, surety and fidelity bonding, employee and executive benefits, investment advisory and retirement plan services, and payroll & HR solutions.
Position Summary
We are seeking a proactive, highly organized Office Administrator to serve as the operational backbone of our financial services firm. This individual will manage compliance timelines, expense processes, executive support, client experience initiatives, and day-to-day office operations. The ideal candidate anticipates needs, manages recurring deadlines independently, and ensures the firm runs smoothly and professionally at all times.
Key Responsibilities
Compliance & Financial Operations
- Manage monthly and quarterly compliance requirements
- Process and reconcile advisor and office expenses (Ramp)
- Create and submit monthly rent invoices to accounting
- Provide calendar oversight and scheduling support for leadership
- Prepare meeting materials in advance of committee meetings
- Coordinate weekly team meetings
- Assist with external event logistics and leadership initiatives
- Maintain CRM systems (Salesforce, Redtail) with accurate data
- Assemble and ship client gifts and birthday cards
- Coordinate branded giveaways and promotional materials
- Plan and execute annual holiday gifting and card campaigns
- Assist with employee onboarding and equipment returns
- Support internship hiring processes
- Order and manage office supplies and vendor relationships
- Maintain office readiness for client and partner visits
- Ensure common areas are stocked, organized, and presentable
- Exceptional organizational and time management skills
- Strong attention to detail and follow-through
- Ability to manage multiple priorities and recurring deadlines
- Professional written and verbal communication skills
- Proficiency with Microsoft Office Suite, including Outlook
- Experience with Salesforce and CRM platforms preferred
- Experience with expense management systems (Ramp preferred)
- Ability to work independently and anticipate operational needs
At World Insurance Associates (WIA), we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our products, and our community to flourish. WIA is honored to be an equal opportunity workplace. We are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national orientation, age, citizenship, marital status, disability, gender identity, sexual orientation, or Veteran status. In addition, WIA makes reasonable accommodations to known physical or mental limitations of an otherwise qualified applicant or employee with a disability, unless the accommodation would impose an undue hardship on the operation of our business.
To Executive Search Firms and Staffing Agencies
World does not accept unsolicited resumes from any agencies that have not signed a mutual service agreement. All unsolicited resumes will be considered World’s property, and World will not be obligated to pay a referral fee. This includes resumes submitted directly to Hiring Managers without contacting World’s Human Resources Talent Department.