Client Operations Coordinator

Job Description

Job Description

About The Institutes

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the third year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Client Operations Coordinator

The Client Operations Coordinator is responsible for coordinating and executing day-to-day operational workflows that support IAUM’s client lifecycle, deliverables, and internal processes. This role owns scheduling, CRM accuracy, deliverables tracking, and cross-functional coordination, ensuring tasks are completed accurately, on time, and aligned across stakeholders. Working closely with the Marketing & Client Operations Manager, this role plays a key part in maintaining consistent execution across client engagement activities, proactively managing timelines, and ensuring a high level of organization and follow-through across team priorities.

InsuranceAUM (IAUM) is a digital media, events, and thought leadership platform serving the insurance investment community. Through podcasts, content, conferences, and industry engagement, we connect insurance company investment professionals with asset managers, consultants, and industry experts to foster education, relationships, and informed decision-making.

What You’ll Do:

Scheduling & Coordination

1. Own scheduling for podcast recordings, prospect meetings, client calls, and internal meetings
2. Manage calendar coordination, confirmations, reminders, and follow-up communications
3. Ensure scheduling requests are completed accurately and in a timely manner
4. Support day-to-day coordination across IAUM activities

CRM & Tracking Management

1. Maintain accurate prospect and client records in Salesforce
2. Enter and update prospects, client, and engagement activity
3. Maintain internal trackers supporting pipeline visibility and client participation
4. Ensure data is current, organized, and reliable

Podcast & Deliverables Coordination

1. Coordinate podcast preparation logistics, including collecting materials, preparing dossiers, and participating in prep calls with clients
2. Support podcast scheduling, rescheduling, and coordination
3. Track client deliverables including podcasts, article submissions, and event participation
4. Monitor timelines and send reminders as needed

Event & Client Engagement Support

1. Coordinate with pre-event coordination, including email invitations and attendee communication
2. Support attendee tracking and coordination leading up to events
3. Respond to and field general event-related questions
4. Coordinate post-event follow-up activities
5. Assist with preparation of client performance materials related to client marketing meetings, including compiling social media and content performance data
6. Ensure consistent and professional experience across client interactions and deliverables

Prospect & Outreach Support

1. Support LinkedIn and email outreach to prospective members and event participants
2. Support LP development initiatives through research and coordination tasks
3. Assist with gathering and organizing prospect and market research

Renewal & Administrative Support

1. Maintain and update renewal timelines and contract tracking
2. Support preparation of renewal-related materials
3. Coordinate scheduling and reminders for renewal meetings
4. Maintain templates, documentation, and workflow resources

General Operations & Project Support

1. Provide coordination across operational and marketing initiatives as needed
2. Review and proof client-facing materials (ex: podcast transcripts, reports, and communications) for accuracy, clarity, and consistency prior to distribution
3. Support evolving operational processes and assist with ad hoc team needs
4. Identify gaps, delays, or inconsistencies in workflows and proactively follow up to keep activities on track
5. Prioritize and manage multiple concurrent tasks and deadlines across clients, deliverables, and events

What We’re Looking For:

1. 1–3 years of experience in an administrative, operations, coordination, or client support role (internship experience acceptable)
2. Strong organizational skills and attention to detail
3. Ability to manage multiple tasks and deadlines in a fast-paced environment
4. Clear and professional written and verbal communication skills
5. Comfortable working within structured processes and following established workflows
6. Ability to learn new systems and tools quickly (Salesforce experience a plus)
7. Proficiency in Microsoft Office and standard business productivity tools

Key Competencies

1. Organization and time management
2. Attention to detail and accuracy
3. Communication and responsiveness
4. Accountability and follow-through
5. Adaptability and flexibility

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!