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. 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. 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. Seniority level

Mid-Senior level Employment type

Full-time Job function

Administrative

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