Executive & Personal Assistant

Job Description

Job Description

Salary: $28$35/hour DOE

Insurance Lounge is hiring an Executive & Personal Assistant to provide high-trust, hands-on support to a busy company leader and executive team.
This is an in-person role for someone who is highly organized, energetic, dependable, and comfortable helping with both professional and personal-assistant-style tasks. The right person enjoys variety, moves quickly, takes initiative, and does not consider any task too small if it helps keep the day running smoothly.

This role may include everything from managing calendars and booking travel to running errands, picking up coffee, coordinating dry cleaning, depositing checks, setting up for events, answering customer calls, organizing office spaces, handling mail, and jumping into special projects as needed.

We are looking for someone with excellent judgment, strong follow-through, and a service-minded attitude who can be trusted with confidential information and counted on to get things done.

Key Responsibilities

Executive & Personal Support

• Manage calendars, schedule appointments, coordinate meetings, and help keep the executive organized.
• Book travel, prepare itineraries, coordinate reservations, and handle logistics.
• Run business and personal-assistant-style errands, including coffee runs, supply pickups, dry cleaning, mail, deliveries, and other time-sensitive tasks.
• Help organize the executives day, priorities, tasks, reminders, and follow-ups.
• Assist with personal logistics that impact the workday, such as appointments, reservations, errands, and special requests.
• Anticipate needs, solve problems, and proactively remove friction from the executives schedule.

Office & Administrative Support

• Open, sort, and distribute mail.
• Deposit checks and assist with basic document handling.
• Supply ordering and office logistics.
• Answer customer service phone calls and route customer needs appropriately.
• Schedule customer appointments and assist with calendar coordination.
• Help maintain an organized, clean, professional office environment.
• Order supplies, coordinate vendors, and support general office operations.
• Assist with insurance-related administrative tasks as needed.

Event & Special Project Support

• Help prepare for company events, customer events, meetings, trainings, and leadership gatherings.
• Coordinate food, supplies, materials, setup, cleanup, and guest logistics.
• Support last-minute needs and special projects.
• Be willing to jump in wherever needed to help the team succeed.

What Were Looking For

The ideal candidate is:

• High-energy, positive, and proactive.
• Extremely reliable and responsive.
• Comfortable with both executive-level support and hands-on errands.
• Organized, detail-oriented, and good at follow-through.
• Trustworthy and discreet with confidential information.
• Flexible and willing to help outside of a standard task list.
• Calm under pressure and able to pivot quickly.
• Professional & polished with customers, vendors, employees, and leadership.
• Comfortable being the go-to person for a wide variety of needs.
• Someone who takes pride in making things easier for others.

Requirements

• Prior experience as a personal assistant, executive assistant, office coordinator, hospitality professional, or similar support role preferred.
• Valid drivers license and reliable transportation required.
• Ability to work in person.
• Flexible availability for occasional evenings, weekends, or urgent needs.
• Strong communication and organizational skills.
• Strong judgment and ability to maintain confidentiality.
• Comfortable using email, calendars, phones, basic office technology, and scheduling tools.
• Ability to lift and carry office or event supplies as needed.

Schedule & Availability
This is an in-person role with a regular schedule, but the right candidate must have flexibility for occasional evening, weekend, or time-sensitive needs based on executive, office, or event demands.