Operations Assistant (Business Development)

At Capital Investment Advisors (CIA), we strive to help the families we serve reach their goals by focusing on our specialty: Income Investing. We are a fee-only financial advisory and portfolio management firm headquartered in Atlanta with offices throughout the U.S. Our advisors in Georgia, Florida, Colorado, Texas, and Arizona provide clients with a full range of financial advice. Since 1996, CIA has been providing financial strategy and management tailored to the client’s individual circumstances and objectives.  

Our tight-knit team has a mix of financial advisors, investment professionals, customer service managers and associates, operations specialists, and business operations personnel working together to help create the best possible experience for the families we serve. Our Leadership Team is dedicated to employee growth both professionally and personally, and to making every CIA experience memorable.  

Operations Assistant (Business Development) 

The Operations Assistant is the administrative engine behind CIA’s Business Development (BD) team. Serving as a shared resource across the full BD team, this role ensures the BD organization runs smoothly. 

This role is responsible for maintaining an accurate Salesforce pipeline, coordinating the logistical requirements for workshops and events, and ensuring that no administrative detail falls through the cracks. They are equally comfortable taking clear direction from leadership and holding the BD team accountable to established processes and deadlines. The right candidate will take pride in bringing order to complexity and will understand that clean data and smooth event execution directly impact our ability to best serve prospects and clients. 

Core Responsibilities: 

Pipeline Management & Salesforce Accuracy 

• Serve as the primary steward of the BD team’s Salesforce pipeline, ensuring that all contact records, activity logs, and opportunity stages are current and accurate. 

• Establish and enforce data entry standards across the BD team, proactively identifying gaps and following up with advisors to ensure timely updates. 

• Generate regular pipeline reports for Growth Team leadership, surfacing insights on pipeline health, follow-up timing, and advisor activity. 

• Partner with advisors to ensure prospect and client information flows correctly from initial outreach through conversion. 

• Identify process breakdowns or inconsistencies in how data is entered and tracked and recommend workflow improvements to strengthen pipeline integrity. 

Event Support 

• Manage all administrative and logistical requirements for BD events and workshops, including venue coordination, materials preparation, attendee tracking, and day-of execution support. 

• Maintain event calendars and timelines, ensuring all internal stakeholders are aligned on upcoming events and that preparation milestones are met. 

• Track post-event follow-up requirements, coordinating with Business Development Managers to ensure prospect outreach and Salesforce updates occur promptly after each event. 

• Build and maintain event planning checklists, run-of-show documents, and post-event reports that create a repeatable, scalable process for the BD team. 

• Liaise with Marketing and other internal departments as needed to ensure event materials, communications, and branding are aligned and ready on time. 

Administrative Support & Team Coordination 

• Provide day-to-day administrative support to the BD team, managing scheduling, meeting coordination, and communication follow-up as needed. 

• Own the tracking and completion of recurring team administrative requirements, including compliance-related documentation, reporting deadlines, and internal process adherence. 

• Maintain team-facing documentation, playbooks, and reference materials so that processes are accessible, consistent, and current. 

• Flag outstanding action items, past-due deliverables, and process exceptions to BD Leadership in a timely manner, providing clear status visibility on all open items. 

Skills & Qualifications: 

• Bachelor’s degree 

• 3+ years of experience in an operations, administrative, or coordinator role in a high-growth environment; financial services background not required. 

• Exceptional organizational skills with a demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously without sacrificing accuracy. 

• Meticulous attention to detail and a high standard for the quality of data, documents, and deliverables. 

• Strong interpersonal skills with the ability to follow up firmly and professionally, holding team members accountable to process expectations without friction. 

• Proficiency in Salesforce or comparable CRM platform; ability to learn new systems quickly and build fluency in CIA’s existing tech stack. 

• High proficiency in Microsoft Office Suite, particularly Excel, Outlook, and PowerPoint. 

• Excellent written and verbal communication skills; able to communicate clearly and concisely with advisors, leadership, and external contacts. 

• Proven ability to take clear direction and execute independently, while also proactively identifying what needs to happen next without being asked. 

• Self-directed with a strong sense of ownership and follow-through. 

• Committed to a culture of compliance. 

• Exhibits the Capital Investment Advisors five core values in everything they do. 

Capital Investment Advisors would like to thank all applicants, however only those who qualify for an interview will be contacted.  Capital Investment Advisors is committed to a policy of equal employment opportunity and will not discriminate against any applicant or employee based on race, color, religion, national origin, sex, age, disability, veteran or military status, genetic information, or any other legally recognized protected basis under federal, state, or local law.