Executive Assistant to Agency Owner/Agents

Position Summary:
We are seeking a highly organized, dependable, and proactive Executive Assistant to support the owner of a growing insurance agency and licensed insurance agents. This role is responsible for managing daily administrative operations, coordinating schedules, assisting with client service, and helping ensure the agency runs efficiently. The ideal candidate is detail-oriented, professional, trustworthy, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Executive Support

• Manage owner’s calendar, appointments, meetings, and travel arrangements
• Screen calls, emails, and correspondence; prioritize responses
• Assist with special projects and business initiatives
• Maintain confidentiality regarding sensitive business and client information

Agency Operations

• Oversee day-to-day office operations and workflow
• Organize files, records, and office systems
• Order office supplies and maintain vendor relationships
• Help develop and improve internal processes for efficiency

Client Relations & Service

• Serve as a professional first point of contact for clients and prospects
• Schedule client appointments and follow-up calls
• Assist with policy service requests, renewals, and documentation
• Ensure excellent customer service and timely communication

Marketing & Growth Support

• Assist with social media scheduling, email campaigns, and community outreach
• Track leads, referrals, and client retention efforts
• Support event planning and seminars

Compliance & Administrative Duties

• Maintain accurate client records in CRM and agency management systems
• Assist with licensing renewals, appointments, and compliance deadlines
• Handle data entry and general office administration

Qualifications:

• Previous experience as an executive assistant, administrative assistant, or office manager required
• Insurance industry experience preferred but not required
• Strong communication and customer service skills
• Excellent organizational and time management abilities
• Proficient in Microsoft Office, Teams, Zoom, CRM systems, and office software
• Ability to work independently and solve problems proactively
• Shows initiative and drive
• High level of discretion and professionalism

Preferred Traits:

• Positive attitude and team player
• Strong attention to detail
• Adaptable and resourceful
• Comfortable in a small business environment where duties may vary daily

Compensation:

• $18-22/hr based on experience
• Bonus opportunities based on performance
• Growth opportunities within the agency
• Seasonal Overtime
• Health Insurance, Dental and Vision
• Paid time off
• Holidays off

Work Environment:

• In-office
• Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person