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 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 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. #J-18808-Ljbffr