Operations Associate

Job Description

Job Description

Operations Associate

Operations & Implementation Team | Client Service, Insurance & Investment Execution

Position Title

Operations Associate

Department

Operations & Implementation Team

Location

Edina, MN (3600 Minnesota Drive, Suite 600) — Hybrid

St. Cloud, MN (705 36th St South) - Hybrid

Reports To

Director of Operations

Works Closely With

Director of Operations, Client Experience Managers, Investment, and Planning teams, and the Executive team

Classification

Full-time

Role Type

Individual contributor — service, implementation, and execution specialist

Stone Arch Advisory Group is searching for an Operations Associate to join our team. This seat is where advice becomes action. Every recommendation our advisors and planners make — a new policy, a new investment account, contributions/distributions/conversions — moves through Operations before a client ever sees it completed. The person in this role owns that execution and makes sure it happens accurately, compliantly, and on time.

This is a client-facing service role, not a back-office one. You will interact directly with clients on account and policy servicing, coordinate with home office and carrier partners, and work shoulder-to-shoulder with Client Experience Managers, Investment and Planning teams, Partners, Advisors, and Executive team.

The work is detailed and deadline-driven, and it is highly visible: our clients tell us we are the most comprehensive firm they work with, and operations is one of the primary reasons that is true.

We're looking for a proactive self-starter who takes ownership, removes roadblocks, and drives work forward rather than waiting for direction. This individual will appreciate working in a fast-paced environment; with a great culture and a great group of colleagues.

OUR TEAM IS AWARD WINNING

Co-Founders and Partners Craig Volk, RICP® and Alex Wieme, CFP® were both recognized by Forbes for their expertise in wealth management. Craig Volk has been recognized by Forbes as a Best-In-State wealth advisor and a Best-In-State Top Financial Security Professional. Alex Wieme has been recognized by Forbes as a Best-In-State Next-Gen Advisor and a Best-In-State Top Financial Security Professional. Many thanks to our hardworking team, amazing clients, and partnership with Northwestern Mutual. This would not have been possible without you.

How the Role Is Weighted

The mix below is directional. It will flex with new business volume, market conditions, and firm priorities, and it is reviewed as part of your regular development conversations.

Focus Area

Months 1–6

Month 7 Forward

Investment Operations & Account Servicing

Approx. 45%

Approx. 50%

Insurance Operations & New Business

Approx. 30%

Approx. 30%

Compliance, Documentation & File Integrity

Approx. 15%

Approx. 10%

Project Work & Process Improvement

Approx. 10%

Approx. 10%

Core Expectations — Client Service & Relationship Support

• Assist clients with service on existing insurance and investment accounts, delivering answers and resolution within our published turnaround times.
• Serve as a responsive point of contact for service requests, escalating anything that requires advice to the appropriate advisor or planner.
• Document client conversations in case notes and maintain the CRM so every team member has an accurate picture of the relationship.
• Partner with Client Experience Managers so that service, scheduling, and follow-up feel seamless to the client.

Core Expectations — Insurance Operations & New Business

• Complete new life insurance applications, schedule paramedical exams, and manage the underwriting and policy delivery process end to end.
• Track pending cases and proactively communicate status to advisors, clients, and the Director of Operations before anyone has to ask.
• Coordinate with carriers and home office partners to resolve outstanding requirements and keep cases moving.

Core Expectations — Investment Operations & Implementation

• Initiate onboarding of new investment accounts and see funding through to completion.
• Execute asset movement — deposits, withdrawals, journals and transfers, rollovers, and Roth conversions.
• Coordinate account consolidations, including transfers and rollovers.
• Place brokerage account trades accurately and within required timeframes.
• Monitor cash levels in distribution accounts and flag issues before they affect the client.
• Monitor investment account funding and logistics through completion.

Core Expectations — Compliance & File Integrity

• Complete compliance requirements and support ongoing compliance monitoring.
• Scan and maintain compliant client files in the E-file system.
• Maintain personal continuing education credits, licenses, and certifications — tracking expiration dates and meeting all deadlines to keep them valid.
• Stay current on technology and process changes, attending webinars or classes as needed to conduct business correctly.

Core Expectations — Firm Contribution

• Participate in and contribute to team and firmwide meetings.
• Identify process inefficiencies and bring forward practical improvements that make the work more scalable.
• Sustain a positive, enthusiastic, and professional office atmosphere.
• Operate with autonomy and urgency, and take initiative without prompting.

Qualifications

• AAS or BA/BS.
• Minnesota State Life, Accident & Health license — or the ability to obtain within 3 months of hire.
• FINRA Series 7 and 63 — or the ability to obtain within 6-12 months of hire.
• 2+ experience in the financial services industry, or 1+ years of Northwestern Mutual specific experience.
• Proficiency in Microsoft Office and CRM systems (Excel, Word, PowerPoint).

Skills & Attributes

• Entrepreneurial builder, collaborative colleague, and practical problem-solver.
• Exceptional organizational skills and attention to detail.
• Excellent oral and written communication skills.
• High degree of initiative, autonomy, and urgency.
• Ability to work in a fast-paced environment and manage competing deadlines.
• Professional and polished demeanor.
• Demonstrated ability to build and maintain effective working relationships.

What Success Looks Like

Success in the first six months means advisors no longer need to check whether work is getting done because they trust that it is. Tasks are proactively managed from start to finish, client files are audit-ready, service requests are handled within turnaround standards, and clients consistently experience Stone Arch as responsive and organized. Over the long term, success means owning implementation independently, identifying opportunities for improvement, and leaving every process better than you found it.

Benefits

• Base salary plus quarterly bonus.
• 20+ days of PTO (based on experience).
• Medical, dental, and vision benefits available.
• Short-term and long-term disability.
• 4% Safe Harbor match to 401(k).
• Reimbursement for licenses, designations, and continuing education.

Stone Arch Advisory Group is built on four core values — Communication, Collaboration, Accountability, and Trust. We are an equal opportunity employer.

Learn More about Stone Arch Advisory Group here: