Executive Assistant & Insurance Operations Coordinator

Job Description

Job Description

Benefits:

• 401(k) matching
• Bonus based on performance
• Opportunity for advancement
• Paid time off
• Training & development

Location: Pennsauken / Westville, New Jersey
Experience Required: 3–5 years in the insurance industry

Crespo Insurance Agency, LLC is seeking a highly organized, proactive, and detail-oriented Executive Assistant to work directly with the Agency Owner and support the daily operations and continued growth of our insurance agency.

The ideal candidate will have 3–5 years of insurance industry experience, excellent computer and spreadsheet skills, strong written communication abilities, and experience managing emails, payroll administration, CRM systems, and employee performance reports.

We are looking for someone who can anticipate needs, manage multiple priorities, maintain confidentiality, and ensure that important tasks are completed on time. This is an important position for someone who understands the insurance business and can help keep the Agency Owner and team organized, productive, and accountable.

This is not an entry-level administrative position. Insurance industry experience is required.

Key Responsibilities

Executive & Administrative Support

• Manage the Agency Owner’s emails, correspondence, calendar, appointments, and daily priorities.
• Review incoming emails, identify urgent matters, and prepare or send responses as appropriate.
• Follow up with insurance carriers, employees, vendors, and business partners.
• Maintain organized electronic records and confidential business documents.

Reporting & Spreadsheet Management

• Create and maintain Excel and Google Sheets reports.
• Prepare daily, weekly, and monthly insurance production reports.
• Track new business, renewals, premiums, commissions, and employee performance.
• Monitor progress toward agency production goals and identify discrepancies.
• Prepare reports that help management evaluate productivity and business growth.

Meetings & Employee Accountability

• Prepare agendas and materials for daily morning meetings.
• Record meeting minutes and distribute them to employees.
• Track assignments, deadlines, and outstanding action items.
• Follow up with team members to ensure commitments are completed.
• Help monitor employee productivity and compliance with internal procedures.

Insurance Agency Operations

• Understand personal and commercial insurance workflows, including quoting, binding, endorsements, renewals, and policy servicing.
• Communicate with insurance carriers and assist with operational follow-ups.
• Monitor CRM activity, lead follow-ups, pending quotes, and sales opportunities.
• Help maintain accurate records in the agency management system.
• Identify workflow improvements and assist with implementing efficient procedures.

Business Growth & Operations

• Work closely with the Agency Owner to support business development and agency expansion.
• Track production goals and employee performance metrics.
• Assist with marketing initiatives, recruiting, onboarding, and training.
• Help coordinate operations across the agency’s Pennsauken and Westville locations.

Qualifications

• 3–5 years of experience in the insurance industry.
• Previous experience in an independent insurance agency is strongly preferred.
• Strong knowledge of personal and commercial insurance operations.
• Experience with email management, reporting, and administrative coordination.
• Experience with CRM software and agency management systems.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines without constant supervision.
• Professional judgment and discretion when handling confidential information.
• Reliable, detail-oriented, and comfortable working in a fast-paced environment.

Preferred Qualifications

• Active Property & Casualty insurance license.
• Experience with HawkSoft, AgencyZoom, or similar insurance software.
• Previous experience supporting an agency owner, executive, or insurance office manager.
• Bilingual English/Spanish is a plus.

What We Are Looking For

The successful candidate will be dependable, proactive, and comfortable taking ownership of responsibilities. We need someone who does not simply wait for instructions but anticipates problems, follows through on assignments, and helps ensure that daily operations run smoothly.

The right person will be professional, organized, trustworthy, and committed to helping the agency improve productivity, accountability, and profitability.

Compensation & Benefits

• Competitive compensation based on experience and qualifications.
• Opportunity for professional growth within an established insurance agency.
• Collaborative work environment.
• Opportunity to work directly with agency leadership and contribute to business growth.

Specific compensation and benefits will be discussed during the hiring process.
How to Apply

Please submit your resume highlighting your insurance industry experience, Excel and reporting skills, payroll knowledge, and familiarity with CRM and insurance agency management systems.

Candidates with relevant insurance experience and strong organizational skills are encouraged to apply.
Crespo Insurance Agency, LLC is an Equal Opportunity Employer.