Administrative Operations Assistant, CGO

Description

POSITION: Administrative Operations Assistant, CGO

Location & Hours: Fort Lauderdale – HQ | Full-time, Onsite 

Reports To: Chief Growth Officer 

Department: Retirement Income Source

FLSA Classification: Non-Exempt

Who We Are

At Retirement Income Source, a Sound Income Group company, our mission is to help independent financial professionals and their clients thrive, especially those approaching or in retirement. We provide a full suite of resources across financial education, investment strategies, marketing, and practice management to support long-term success.

Position Summary

The Administrative Operations Assistant provides dedicated support to the Chief Growth Officer while coordinating day-to-day operations for Retirement Income Source. This role manages executive workflow, communications, scheduling, and travel while helping translate business priorities into operational plans, track performance, coordinate resources, and improve departmental processes. The ideal candidate brings exceptional organization, sound judgment, attention to detail, and the ability to keep people, projects, and priorities moving in a fast-paced financial services environment.

Key Responsibilities

Executive and Administrative Support

• Manage the CGO’s complex calendar and coordinate internal, external, and cross-department meetings using Outlook.
• Prepare and proofread executive correspondence, reports, and presentations; serve as a primary point of contact for the CGO and handle calls, emails, and confidential communications professionally.
• Prepare meeting agendas and materials, document notes and action items, and distribute recaps with clear responsibilities and deadlines; follow up on outstanding commitments.
• Plan and coordinate travel, including flights, accommodations, ground transportation, and meeting itineraries; ensure supporting materials and documentation are accurate and accessible.
• Handle sensitive assignments with discretion; review and process expense and personnel documents, invoices, and receipts as delegated.
• Coordinate recognition initiatives for executive milestones, team appreciation, and special communications.

RIS Operations and Process Coordination

• Partner with the CGO to develop and implement operational plans that support RIS business goals, translating priorities into tasks, timelines, and deliverables.
• Coordinate day-to-day team workflows, communicate priorities, monitor deadlines, and resolve or escalate issues to keep processes running efficiently.
• Track and analyze key performance indicators, maintain accurate data and Excel reports, and prepare updates highlighting progress, trends, and areas requiring attention.
• Coordinate team capacity, schedules, tools, and other resources with leadership to support productivity and timely completion of work.
• Collaborate with departments and internal stakeholders to improve handoffs, resolve service issues, and support consistent service delivery.
• Partner with Compliance and leadership to follow applicable regulatory requirements and internal policies; maintain required operational records and escalate potential risks or process gaps.
• Identify opportunities to improve workflows, document standard operating procedures, and implement approved process improvements and best practices.
• Coordinate departmental projects and technology updates, track deliverables, and follow through on implementation and team communication.

Requirements

Must-Have Qualifications

Background and Education:

• High school diploma required; higher education preferred.
• 2-5 years of professional administrative support experience in a fast-paced environment, including experience coordinating operational workflows or departmental projects.
• Strong written and verbal communication skills, professionalism, and discretion when handling confidential information.
• Demonstrated ability to manage competing priorities, coordinate across teams, and follow through on deadlines with a high degree of accuracy.
• Ability to maintain reports, track performance measures, identify process gaps, and recommend practical improvements.

Technology Expertise:

• Microsoft Office: Excel, Outlook, Dynamics 
• Zoom + Microsoft Teams: Virtual meetings

Physical & Work Environment Requirements

• Ability to work for extended periods at a desk using a computer.
• Ability to lift up to 10 pounds if/when necessary.
• Routine use of telephone and email.

Benefits

We’re proud to offer a comprehensive benefits package that supports your professional and personal well-being, including:

• 100% employer-covered medical benefits and HRA account 
• Dental & vision plans 
• Generous PTO + 10 NYSE company holidays per year 
• 401K with company match program
• Free onsite parking
• Company-provided laptop and required technology
• Access to an on-site gym (free of charge)
• Weekly vehicle detailing (at additional cost)