Director of First Impressions/Administrative Assistant

Are you a motivated and personable professional ready to be the face of our Pensacola office? We’re hiring a Director of First Impressions at our prime location on W. Garden St., and we’re looking for someone who thrives on creating welcoming experiences and keeping the office running smoothly. This is more than a receptionist role—it’s a chance to make a lasting impact by being the first point of contact for clients and visitors, supporting our dynamic team, and ensuring every day starts with a positive impression. If you’re organized, outgoing, and ready to grow your career in a supportive environment, we’d love to hear from you!

Prime Capital Financial (“Prime”)

Prime Capital Financial is a top 20 Registered Investment Advisor (RIA), with $30 billion in Assets Under Management (AUM). Prime has nearly 200 Advisors and nearly 400 total Team members serving clients nationwide in its 60 offices across the country. Prime operates primarily through 3 brands; Prime Wealth serves over 15,000 individual wealth management households and provides a full array of services from financial planning to investment management. Prime Retirement provides retirement plan consulting services to over 800 employers across the nation. Prime Wellness provides financial wellness, education and asset management services to retirement participants and data analytics to employers.

Position Overview

The Director of First Impressions will play a vital role in supporting office operations, client services, and team efficiency. This position involves a combination of administrative, organizational, and client-facing responsibilities, ensuring seamless office management and exceptional support to clients and team members.

Our Standards: Our overall standard is "service excellence." Our goal is to provide the very best experience for our clients and anyone that connects with our firm. As such, the Director of First Impressions must display:

• Ability to work and make decisions independently, with minimal supervision.
• Excellent written and verbal communication skills.
• Exceptional client service skills.
• Superior attention to tasks, detail and follow through.
• Excellent organizational and time-management skills; ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to successfully prioritize and manage multiple tasks, projects, and assignments.
• Ability to adapt quickly and positively to change.
• Team player and collaborator; invest in building long-lasting relationships both externally and internally.
• Must possess a will do/can do attitude.
• High standard of professionalism, ethics, confidentiality, and integrity; confidentiality will be paramount for this role.

Key Responsibilities:

Client Onboarding & Documentation:

Collect and organize new client onboarding documentation.

Customize and manage standard templates, including fiduciary education, IPS, charters, and other client materials.

Meeting Support:

Draft and prepare meeting minutes and agendas.

Print, bind, and organize meeting materials as needed.

Reporting & Record Management:

Build investment reports in FIRM (or its replacement system).

Order and maintain annual SV and TD reports from the home office.

Upload and manage the fiduciary archive and maintain Google Drive files.

Manage and update the central repository for tracking client annual tasks.

Office Operations:

Coordinate vendor visits and handle maintenance requests (e.g., copier, HVAC, repairs).

Order and track office supplies to ensure smooth operations.

Oversee general office upkeep and maintenance.

Client & Team Communication:

Coordinate mass email reminders for annual service tasks.

Write professional letters, thank-you notes, and holiday cards.

Organize and coordinate client gifts.

Technology & Systems Management:

Update and maintain SalesForce records.

Set up new clients and proposals in Formstack.

Data & Asset Management:

Manage and update asset spreadsheets to ensure accurate and timely reporting.

Other Administrative Support:

Provide additional administrative support as needed, ensuring team and client satisfaction.

Education/Experience:

• High School Diploma or equivalent required.
• Bachelor preferred or equivalent Financial services industry experience
• Prior general office experience required including customer service and multi-line phone system experience.
• Prior experience as a receptionist in a professional environment.
• Use of Salesforce CRM system preferred.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Administrative: 3 years (Preferred)

Ability to Relocate:

• Pensacola, FL 32502: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $25