Executive Assistant

About E4 Insurance Services E4IS is a national insurance marketing organization (IMO/BGA/FMO) specializing in life insurance, fixed and indexed annuities, long‑term care, and disability income. We partner with holistic financial and insurance advisors and help them deliver predictable results in an unpredictable world. Four things we do for advisors and their clients: Protect income Provide liquidity Protect investment portfolios Design retention and reward strategies for employers Our approach is consultative, unbiased, and customized. In short: we make “life” easy. Our culture runs on Jack Welch’s “4 E’s” of leadership — energy, energize, edge, and execution. We have offices in Verona, WI and Fargo, ND, with remote teammates coast to coast. This role is onsite in Fargo. Why This Role Exists Our two Managing Partners spend their highest‑value hours in front of advisors, carrier partners, and clients. Every hour they spend on scheduling, paperwork, and follow‑up is an hour not spent growing distribution. The Executive Assistant exists to buy back those hours — by owning the calendar, the inbox triage, the meeting prep, the case paperwork, and the follow‑through, so that nothing falls through the cracks and the Partners walk into every meeting fully prepared. This is not a task‑taking job. The best version of this role anticipates what the Partners need before they ask. What You’ll Own 1. Calendar, Travel & Daily Priorities Own the calendars for two Managing Partners — scheduling, rescheduling, protecting focus time, and resolving conflicts without escalating every one Book and manage travel: flights, hotels, ground transportation, and itineraries. Run a weekly priorities check‑in with each Partner; keep a visible list of open commitments and deadlines Build meeting agendas in advance and distribute pre‑reads so meetings start prepared, not cold 2. Communication & Correspondence Triage the Partners’ inboxes: surface what needs them, handle what doesn’t, and draft responses in their voice Screen and route incoming calls; answer the main line professionally and direct callers to the right department Monitor shared inboxes and voicemail with same‑business‑day acknowledgment Maintain distribution lists for advisors, carrier partners, and internal teams 3. Advisor & Client Coordination Schedule and confirm advisor and client appointments, virtual and in person Take meeting notes, capture action items, and drive follow‑ups to completion — you own the loop until it closes Provide administrative support through the life insurance application and underwriting process: assembling paperwork, gathering signatures via DocuSign, tracking requirements, and following up with carriers and advisors on outstanding items Support advisor onboarding, contracting, and the registration process with our Broker‑Dealer Maintain accurate records in our CRM and case management systems Scope boundary: This is an administrative role. You will not solicit, negotiate, recommend, or give advice on insurance or securities products. Questions of product suitability, coverage, or advice route to a licensed advisor or Managing Partner — every time, no exceptions. 4. Records, Confidentiality & Office Operations Maintain organized digital and paper filing systems in SharePoint and OneNote, with confidentiality as the default setting Handle nonpublic personal information — health, financial, and beneficiary data — strictly according to company policy and applicable privacy requirements Order and maintain office supplies, coordinate meals for meetings, and handle shipping Pick up, sort, and distribute mail promptly 5. Team & Culture Coordinate team events: birthdays, NAIFA watch parties, partner check‑ins, and office celebrations Be the person who makes the office feel like somewhere people want to be — welcoming to visitors, helpful to coworkers, and steady when things get busy Stay engaged in learning the life insurance and annuity business; you don’t need to arrive an expert, but you should leave your first year knowing considerably more than you came in with Take on new projects as assigned — this role grows with the person in it How Success Is Measured You will be reviewed quarterly against these six measures. Bonuses are tied to company performance and to your progress here. Nothing falls through the cracks. Commitments made in meetings get tracked and closed. Follow‑ups happen without a reminder. Deadlines are met or renegotiated early — never missed silently. The calendar works. Both Partners start their week knowing exactly where they need to be. Double‑bookings, travel snarls, and last‑minute scrambles are rare and quickly resolved. Response time. Internal and advisor communications acknowledged same business day; client‑facing items handled within agreed service standards. Case paperwork moves. Applications and requirements are complete, accurate, and progressing. You know the status of every open case you touch without having to go look it up. Confidentiality is airtight. Zero mishandling of client or company confidential information. Discretion in what you say, where you say it, and where you store it. Judgment improves over time. Decisions you escalated in month one, you make on your own by month six — and the Partners trust those decisions. First 90 Days Days 1–30 — Learn the terrain Master the tech stack: Outlook, SharePoint, OneNote, DocuSign, CRM, and our case management workflow Learn each Partner’s preferences — how they like their calendar built, their email triaged, their meetings prepped Complete required compliance, privacy, and cybersecurity training Understand the basic mechanics of a life insurance case, start to finish Days 31–60 — Take the wheel Own both calendars end to end, including travel Run inbox triage independently and draft correspondence for review Produce meeting agendas and notes without being asked Manage open case requirements and carrier follow‑ups Days 61–90 — Get ahead of it Anticipate needs: prep materials before the request comes Propose at least one process improvement you’ve identified from the inside Operate as the reliable first point of contact for advisors and clients reaching the office Who Thrives in This Role Organized to a fault. You keep systems, not piles. You can hold a dozen open threads and lose none of them. A clear, diplomatic communicator. Strong writing. Warm on the phone. Comfortable telling a Partner “that won’t work” and offering what will. Discreet by instinct. You’ll see compensation, health information, and sensitive client details. Confidentiality isn’t a rule you follow; it’s how you’re wired. Resourceful. You try to solve it before you escalate it, and you know where that line is. Unflappable. Priorities shift, phones ring, someone needs something now. You re‑sort and keep moving without drama. Tech‑comfortable. You pick up new tools quickly and look for ways to make them do more of the work. Genuinely good sense of humor. This matters to us. We work hard, the phones ring, and cases go sideways — and the people who do well here are the ones who can laugh at the chaos, take a joke, tell a better one, and keep the mood light without ever letting the work slip. If you can find the funny in a Monday morning, you’ll fit right in. Qualifications Required Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint), Adobe Acrobat, DocuSign, and standard office equipment Excellent written and verbal communication Demonstrated ability to maintain confidentiality and professionalism Self‑starter who is reliable, dependable, and able to work independently and collaboratively Ability to manage multiple priorities under pressure and with frequent interruptions Ability to work onsite in the Fargo, ND office Preferred Bachelor’s degree 1+ year supporting executives or senior leadership 1+ year in insurance, financial services, or another regulated industry 1+ year of hands‑on client communication in a financial setting 1+ year of working with registered representatives and securities‑licensed individuals Experience with CRM and case management platforms Compensation, Schedule & Logistics Salary: $55,000–$65,000 per year, commensurate with experience Bonus: Quarterly review with bonuses awarded based on company and individual goals Schedule: Full‑time, 40 hours per week, 8:00 a.m. – 5:00 p.m. CST with a one‑hour lunch. From May 1 through Labor Day, lunch is 30 minutes and the office closes Fridays at 12:30 p.m. CST. Flexibility: Supporting two Managing Partners occasionally requires availability outside normal business hours — travel days, advisor deadlines, or a case that has to move. This is the exception, not the pattern, and we do not expect you to live on your phone. Location: Onsite, Fargo, ND Start date: Determined upon offer acceptance Benefits: A complete list of company benefits will be provided separately. An E4IS Employee Handbook covering all policies and procedures is provided upon offer and acceptance. Equipment: E4IS provides a laptop, monitors, desk phone, and printer/scanner/fax. Company‑provided equipment is returned if employment ends. Conditions of employment: Offer is contingent on a background check and on completion of required compliance and privacy training. Continued employment requires adherence to E4IS confidentiality, privacy, and information‑security policies. Where This Can Go This role sits closer to the center of the business than most administrative jobs. You will see how cases are designed, how advisors are won, and how carriers work. People who master this seat and want more have a path into case design, advisor support, marketing, or operations. If you want to stay and be excellent right here, that works too — we’ll pay you accordingly. Advisors choose to work with E4IS because of our knowledge, accessibility, and confidence. Our culture is centered around 4 E's:energy, energize, edge, and execution. We have two offices - Verona, WI and home office in Fargo, ND, with remote staff located around the U.S. Our culture is focused on being a leader in the industry and providing education to advisors and their clients the benefit and necessity of life insurance as part of their retirement and financial planning. #J-18808-Ljbffr Workstream