Executive Assistant - Insurance Agency Operations & Administrative Support

Ventas Call Center; Taytay; Remote; PHP 300,000 - 480,000; Full time

Job summary

Confidential U.S.-based Insurance Agency is seeking an Executive Assistant to provide direct administrative support to its leadership, working remotely from the Philippines.

You will manage the executive inbox and calendar, take client meeting notes, maintain CRM records, and drive timely follow-ups.

This role requires strong English, attention to detail, and the ability to work US Pacific hours with a reliable remote setup.

Qualifications

• Experience as an Executive Assistant or similar for a US-based executive.
• Excellent written and spoken English with professional, warm communication.
• Strong calendar, inbox, meeting, and follow-up management.
• CRM familiarity and quick learning of new systems.
• High attention to detail with client records and sensitive information.
• Ability to manage multiple priorities and meet deadlines.
• Willingness to work US Pacific hours.
• Reliable internet and professional remote setup.

Responsibilities

• Manage executive inbox, prioritize messages and routine responses.
• Own calendar management, appointment scheduling, and daily coordination.
• Attend client and internal meetings, capture notes, file transcripts and summaries.
• Enter and maintain accurate client notes and records in the CRM.
• Support application processing and track follow-ups through completion.
• Handle routine client correspondence professionally and promptly.
• Support workflow cleanup, recurring reports, and process improvements.

Skills

Executive support

Calendar management

CRM proficiency

English proficiency

Attention to detail

Multitasking

US Pacific hours

Remote work setup

Tools

CRM software

Job description

Company: Confidential U.S.-based Insurance Agency

Location: Remote - Philippines

Schedule: Full-time | US Pacific business hours | Night shift, PH time

About the Role

We are looking for an Executive Assistant to provide direct administrative support to the leadership of a busy U.S.-based insurance agency.

This role keeps daily operations organized by managing email, scheduling, meeting notes, client records, and application follow-ups. You will help leadership move between client appointments without administrative work piling up or important details being missed.

Key Responsibilities

• Manage and organize the executive inbox, prioritize messages, and handle routine responses.

• Own calendar management, appointment scheduling, and daily schedule coordination.

• Attend client and internal meetings, capture notes, and file transcripts and summaries correctly.

• Enter and maintain accurate client notes and records in the CRM.

• Support application processing and track follow-ups through completion.

• Handle routine client correspondence professionally and promptly.

• Support workflow cleanup, recurring reports, and administrative process improvements.

Required Qualifications

• Experience as an Executive Assistant or in a similar administrative support role, preferably supporting a U.S.-based executive.

• Excellent written and spoken English with a professional and warm communication style.

• Strong calendar, inbox, meeting, and follow-up management skills.

• Comfort working in a CRM and learning new systems quickly.

• High attention to detail when handling client records and sensitive information.

• Ability to manage multiple priorities without losing track of deadlines or follow-ups.

• Ability to work US Pacific business hours consistently.

• Reliable internet connection and a professional remote work environment.

What We Are Looking For

• Fast and accurate. Works with urgency while maintaining accuracy and attention to detail.

• Proactive. Identifies issues early, asks clear questions, and keeps leadership informed.

• Organized. Creates order, tracks open items, and follows through until work is complete.

• Discreet and trustworthy. Handles client health and personal information responsibly.

• Coachable. Accepts feedback and continuously improves how the work is completed.