Virtual Executive Assistant (Insurance Operations)

Key Responsibilities

Automation & Integration

• Build and manage automated workflows using Zapier.
• Set up and maintain Zaps connecting Agency Block CRM (insurance agency management platform)
• Monitor and troubleshoot data sync issues between systems to ensure clean, reliable automation.

Platform Management

• Serve as a power user of Agency Block CRM and Employee Navigator for day-to-day client and employee data management.
• Own tasks and processes tied specifically to Employee Navigator (plan setup, enrollment data, census management, etc.).

Forms & Document Workflow

• Build templates for contracts and forms that auto-populate using CRM data fields.
• Set up and manage e-signature workflows via Adobe Sign, or evaluate and recommend a better-fit alternative.

Spreadsheet & Data Work

• Build and maintain spreadsheets for insurance plan comparisons (rates, plan design, carrier options).
• Support general data entry, data organization, and light data analysis.

Administrative Support

• Partner closely with the current Administrative Assistant on data entry and back-office tasks.
• Provide flexible, cross-functional admin support as priorities shift.

Email & Calendar Management

• Manage inbox triage, scheduling, and calendar coordination.
• Organize meetings, track follow-ups, and set reminders to keep the team on schedule.

Required Experience & Qualifications

• At least 1 - 2 years of experience in US health insurance — e.g., insurance agency operations, group health enrollment, or benefits brokerage support.
• Direct hands-on experience with Employee Navigator (required) and/or Agency Block CRM (strongly preferred); comfort learning agency/broker management systems quickly if not previously used.
• Working knowledge of Zapier or similar workflow automation tools (Make/Integromat experience also considered).
• Experience building and managing e-signature workflows (Adobe Sign, DocuSign, or similar).
• Strong Excel/Google Sheets skills — comfortable with formulas, comparison tables, and organizing plan/rate data.
• Prior experience in an Executive Assistant, Virtual Assistant, or Administrative Assistant role supporting US-based teams.
• Excellent written English communication and strong attention to detail — this role touches client-facing documents and sensitive benefits data.
• Familiarity with US benefits terminology (open enrollment, plan tiers, carriers, COBRA, ancillary lines, etc.) strongly preferred.
• Comfortable working US business hours (specify timezone/overlap here).

Nice to Have

• Experience supporting an insurance agency, broker, or benefits consulting firm specifically (vs. general HR/benefits at an employer).
• Prior remote/virtual role experience with a US-based company.