Executive Assistant & Operations Coordinator
Role Type: Remote (Offshore – LATAM or South Africa)
Schedule: 8:00 AM – 5:00 PM EST (Florida alignment)

Overview

We are a high-growth wholesale insurance agency seeking a process-savvy, proactive Executive Assistant to serve as the right hand to leadership. This is not just an administrative role—it is an opportunity to join a highly collaborative team where your input on process improvement is valued.

You will act as an extension of leadership, supporting both core insurance operations and high-priority personal projects. If you are someone who thrives on “closing the loop,” follows instructions with precision, and proactively communicates when challenges arise, you will excel in this role.

Core Responsibilities

Insurance Operations & Administration

Email & Task Management: Manage high-volume inboxes, prioritize daily tasks, and ensure quick turnaround times during business hours.
CRM & Data Management: Execute recurring monthly tasks and maintain internal CRM systems with 100% accuracy.
Process Implementation: Run pre-built scripts and automation tools using detailed SOPs and job aids, while proactively monitoring process efficiency.
QA & Audits: Support ad-hoc quality assurance initiatives and internal audits to ensure compliance.

Financial & Real Estate Support

Minor Bookkeeping: Maintain monthly financial updates for rental property portfolios using QuickBooks.
Expense Management: Categorize transactions, track mileage, and reconcile credit card statements.
CPA Coordination: Liaise directly with the CPA to provide documentation and resolve categorization queries.

Executive Support & Personal Assistance

Calendar & Logistics: Manage Gmail calendars, schedule events, and coordinate vendors or supplies for business and personal needs.
Business Support: Provide administrative support across additional business ventures as required.
Discretion: Handle sensitive information, including passwords and internal data, with strict confidentiality.

Who You Are

Tech & Process Savvy: Highly proficient in Microsoft Office and QuickBooks, with a passion for automation and efficiency.
Proactive Communicator: Raises issues early and contributes actively during daily check-ins.
Detail-Oriented: Thrives on organization, structured workflows, and completing tasks with precision.
Team Player: Understands how individual contributions impact broader team success.

Requirements

Experience: Proven experience as a Virtual Assistant or Executive Assistant.
Language: Fluent in English (written and verbal) with strong professional communication skills.
Availability: Fully available and responsive during 8:00 AM – 5:00 PM EST.
Documentation: Ability to provide a W-8 form for international contracting.

Benefits & Culture

Supportive Leadership: Work with a collaborative leader who provides clear direction, structure, and resources for success.
Performance Bonuses: Quarterly bonus structure of 8%–12% based on performance and goal achievement.
Time Off: Paid holidays (including Thanksgiving and Christmas) and a PTO plan offered after an initial period.

Executive Assistant / Ops Coordinator (Remote) - 58867652447