Executive Assistant

Our client is an established insurance agency with a long-standing presence in its market and an 18-person team. The agency manages a high volume of leads, client activity, and internal operations across several systems and is seeking its first dedicated remote Executive Assistant to support the agency owner directly.

The Executive Assistant will help the agency owner stay organized, responsive, and focused on the highest-value priorities across the business. The role will initially focus on email management, calendar coordination, administrative follow-up, and manual reporting, with responsibilities expanding as the Executive Assistant becomes familiar with the agency’s operations and systems.

This role is suited to a proactive, highly organized professional who can work independently, handle sensitive information with discretion, and create structure across a busy executive’s day-to-day responsibilities. It is fully remote, with working hours of 9:00 AM–5:00 PM EST. Candidates may be based in LATAM, Africa, or Eastern Europe and must be available during U.S. business hours aligned with the client’s time zone.

The role offers direct exposure to the agency owner and multiple areas of the business, with the opportunity to expand responsibilities over time across executive support, reporting, operations, and recruiting coordination. Success means the owner has a well-managed inbox and calendar, recurring reports and administrative tasks are accurate and timely, follow-ups are organized, and internal systems and processes become more structured. The Executive Assistant can become a trusted, long-term operational partner to the agency owner.

Compensation is $1,300–$1,600 per month, with final compensation set after evaluating experience and location. The application process requires completing an application form and recording a video showcasing your skill sets.

• At least 3 years of experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, or in a similar support role.
• Experience supporting an executive, founder, or fast-paced leadership team.
• Experience preparing reports, managing spreadsheets, and organizing information from multiple systems.
• Experience in insurance, financial services, sales operations, or a lead-driven environment is a plus.
• Excellent calendar, inbox, task, and document-management skills.
• Proficiency with Google Workspace or Microsoft Office, including Gmail or Outlook, Calendar, Excel or Google Sheets, and Docs.
• Ability to quickly learn new CRM, reporting, and workflow platforms.
• Strong attention to detail and ability to handle sensitive information professionally.
• Strong organizational skills and the ability to take ownership and work independently in a fast-paced environment.
• Patient and adaptable approach when supporting a leader who is beginning to delegate additional responsibilities.
• Strong problem-solving instincts and judgment about when an issue needs to be escalated or flagged.
• Interest in expanding responsibilities as the agency’s operational needs grow.
• Must be available to work U.S. business hours aligned with the client’s time zone.

• Manage and organize the agency owner’s inbox by sorting messages, flagging priorities, drafting responses, and ensuring important items are not missed.
• Coordinate calendar scheduling, meeting reminders, rescheduling, and day-to-day administrative needs.
• Prepare meeting notes, action items, and follow-up communications as needed.
• Maintain a clear tracker of open tasks, priorities, deadlines, and pending decisions.
• Support ad hoc administrative projects, file organization, and internal documentation.
• Prepare recurring manual reports using information from internal systems and lead-management platforms.
• Organize data into clear, easy-to-review summaries for the agency owner.
• Track lead activity, follow-up status, appointments, and other operational metrics as directed.
• Identify overdue tasks, missing follow-ups, or reporting inconsistencies that require attention.
• Maintain accurate spreadsheets, trackers, and documentation.
• Learn and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.
• Assist with basic CRM hygiene, task tracking, data updates, and workflow organization within the access provided.
• Document recurring processes and create simple SOPs as the agency’s needs become clearer.
• Gradually take on additional operational projects, including recruiting-related review through Ideal Traits.
• Anticipate needs, provide clear updates, follow through without constant direction, and surface items requiring the agency owner’s attention.
• Build trust as a dependable extension of the agency owner and leadership team.