Executive Assistant

Job Description

Job Description

We are seeking an organized, detail-oriented, and proactive Seasonal Executive Assistant to support our office operations during our peak enrollment season. This role is foundational to keeping our client communications and office management running smoothly.

While this position begins as a seasonal role focused heavily on administrative support and file management, it offers a distinct pathway for professional growth. The ideal candidate is someone who thrives in a structured environment but is eager to expand their skillset—specifically, a candidate with the ambition and willingness to obtain a Washington State insurance license (sponsored by the company).

Qualifications & Skills

• Technical Proficiency: Strong command of standard office software (Google Workspace) and a quick capacity to learn proprietary database systems.
• Organizational Mastery: Exceptional eye for detail; a natural knack for spotting errors in paperwork and keeping physical/digital spaces organized.
• Discretion: Ability to handle sensitive personal and financial data with absolute confidentiality and compliance.

Key Responsibilities:

Administrative & Document Management

• Filing & Administration: Establish, maintain, and digitize highly confidential client files, insurance policies, and compliance documentation.
• Paperwork Processing: Review incoming applications, cross-reference data for accuracy, and ensure all paperwork is properly completed and submitted within strict regulatory windows.
• Office Coordination: Manage email communications, scan physical documentation into the database, and maintain an organized office environment.

Sales Meeting Assistance & Logistics

• Pre-Meeting Preparation: Optimize and manage the daily calendar. Assemble comprehensive client packets, print compliance summaries.
• Active Consultation Support: Assist during sales meetings by handling administrative details, cross-checking forms for accuracy, and ensuring all required signatures are properly captured.

Customer Service & Follow-Up Care

• Post-Sale Outreach: Conduct proactive follow-up phone calls to clients to confirm application status and request missing documentation.
• Field Customer Service Requests: Serve as a reliable point of contact for client needs.

Professional Development (Future Scope)

• Licensing Track: Study for and obtain a Washington state resident insurance license (Disability/Health lines of authority). Study materials and licensing fees will be fully reimbursed after passing licensing exam.