Executive Support Specialist - California Insurance Experience Required

Remotepro Dot P H

Philippines

Remote

PHP 2,830,000 - 4,088,000

Full time

6 days ago

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Benefits offered by this job

Permanent Work-from-Home Setup

Competitive Salary

HMO Coverage

Mental Health Programs

Maternity Assistance through HMO (Fem*

Paid Vacation Leave

Technology Allowance

Internet Allowance

Weekly Payouts

Career Growth and Advancement Opportun

Job summary

RemotePro.ph is seeking an Executive Support Specialist to operate in a fast-paced, remote environment supporting California insurance operations. You will handle renewals, quotes, and client servicing while coordinating communications and leveraging AI tools to speed outputs.

Ideal candidates have CA insurance experience, strong English, and proven ability to manage calendars, reports, and CRM records with minimal supervision in a growing MSP setting.

Qualifications

At least 1 year of recent, hands-on experience inside a California insurance agency handling renewals, quotes, and account servicing.
Excellent conversational English — clear, natural, easy to listen to.
Proven experience in a support, virtual assistant, or administrative role.
Active daily use of AI tools (Claude, ChatGPT, or equivalent).
Proficiency in Microsoft Office Suite and Google Workspace.
Experience with CRM tools (HubSpot, Zoho, Salesforce).
Strong written English — emails are clear and professional.
High attention to detail.
Strong organizational skills.
Self-directed once you're up to speed.

Responsibilities

Handling renewals, quotes, and account servicing for personal and commercial insurance lines.
Managing inbound communication across email and phone, triaging and escalating as needed.
Tracking open action items, follow-ups, and deadlines to prevent slips.
Managing calendars, scheduling, and meeting coordination.
Preparing reports, summaries, and briefing materials ready for use.
Maintaining organized records across CRM systems and shared drives.
Using AI tools to draft communications and summarize threads.
Supporting market research, competitor analysis, and social media scheduling when needed.

Skills

English fluency

CA insurance exp

CRM tools

MS Office

Google Workspace

AI tools

Attention to detail

Organizational skills

Self-directed

Written English

Tools

HubSpot

Zoho

Salesforce

QuickBooks

Xero

Job description

The client moves fast. Your job is to make sure nothing falls through the cracks — before anyone notices it almost did.

About RemotePro.ph

We’re a family-owned business with all-local Philippines leadership and team. We’ve been 100% work-from-home since day one — not a pandemic pivot. We’ve grown by valuing our people, building long-term relationships, and doing great work for great clients.

Summary

This role is focused on California insurance — personal and commercial lines. A big part of your day will be handling renewals, quotes, and account servicing. If you've worked inside a California insurance agency recently and know how personal and commercial lines operate — you'll feel right at home here. If you haven't, this role isn't the right fit.

Beyond the insurance work, you'll be supporting day-to-day operations — managing communication, keeping things organized, and making sure nothing gets missed. You'll be expected to use AI tools regularly to work faster and produce better outputs. Not occasionally. Daily.

The Mindset We’re Looking For

The best Executive Support Specialists we’ve worked with share a few traits:

They’re the person their friends call when they need to figure something out. Not because they always have the answer — but because they know how to think through a problem, ask the right questions, and get to a solution
They don’t wait to be told. If they see something that needs to happen, they handle it — then let the client know it’s done, not ask if they should do it
They’re honest even when it costs them. If they make a mistake, they say so immediately. If something isn’t working, they raise it. They don’t manage perception — they manage reality
They’re genuinely curious. It’s not enough to be smart — they actively seek out new things to learn, ask questions other people don’t think to ask, and find most topics at least a little interesting
They treat confidentiality as non-negotiable. What happens in the client’s world stays there — no exceptions, no grey areas
They use AI the way a sharp operator would — not as a novelty, but as a tool that makes their output faster and better than anyone who isn’t using it

Who Thrives Here

People who are quietly excellent — not flashy, but consistently sharp, reliable, and ahead of the curve. You don’t need recognition for every task you handle. You find satisfaction in the fact that things run smoothly because of you, even if no one notices the work behind it.

We’re a growing MSP, which means priorities shift, new tasks appear, and not everything is perfectly documented yet. For the right person, that’s not a problem — it’s an environment where someone who takes initiative and uses every tool available naturally stands out.

This Role Is Not for You If:

You need constant direction and check-ins to stay on track
You treat “that’s not my job” as a reasonable response
You let things slip and wait for someone else to notice
You’d stay quiet about a mistake to avoid a difficult conversationConfidentiality feels like a guideline rather than a hard rule
You’re uncomfortable with shifting priorities and changing plans
You’ve never seriously used AI tools in your daily work and don’t intend to start
Learning new things feels like a chore rather than something you actually enjoy

There’s no judgment in that list — it’s just not the environment. We’d rather be honest now than waste each other’s time.

Responsibilities

You'll be managing a mix of insurance operations and administrative support in a fast-moving remote environment. Your job is to keep things running, stay ahead of deadlines, and make sure nothing gets dropped.

That looks like:

Handling renewals, quotes, and account servicing for personal and commercial insurance lines — this is the core of the role
Managing inbound communication across email and phone — triaging, responding where appropriate, and escalating only what genuinely needs attention
Tracking open action items, follow-ups, and deadlines so nothing slips — and flagging anything at risk before it becomes a problem
Managing calendars, scheduling, and meeting coordination
Preparing reports, summaries, and briefing materials that are clear and ready to use without further editing
Maintaining organized records across CRM systems and shared drives — so information is always findable and current
Using AI tools to draft communications, summarize threads, and eliminate repetitive manual tasks
Supporting market research, competitor analysis, and social media scheduling when needed

Requirements

At least 1 year of recent, hands-on experience working inside a California insurance agency — personal and commercial lines — handling renewals, quoting, and account servicing; this is the non-negotiable requirement for this role
Excellent conversational English — clear, natural, easy to listen to; clients always feel heard
Proven experience in a support, virtual assistant, or administrative role
Active, confident daily use of AI tools (Claude, ChatGPT, or equivalent)
Proficiency in Microsoft Office Suite and Google Workspace
Experience with CRM tools (HubSpot, Zoho, Salesforce, or equivalent)
Strong written English — emails are clear and professional before they're sent
High attention to detail — errors get caught before they leave your desk
Strong organizational skills — multiple priorities, nothing slips
Self-directed once you're up to speed — asks the right questions early, works independently after

Nice to Have

Experience with AI-powered workflow automation tools (Make, Zapier, n8n, or equivalent)
Experience supporting C-suite or senior leadership in a remote environment
Familiarity with project management tools (ClickUp, Asana, Trello, or Monday.com)
Basic bookkeeping or invoice processing experience (QuickBooks or Xero)
Experience with market research and competitor analysis

How We Work

We trust our people to do great work and we give them the space to do it.

There’s real work to be done — clients depend on us — but we understand that doing meaningful work means making decisions, and sometimes those decisions won’t be right on the first try. That’s how we find the right path. We don’t punish thoughtful mistakes. We learn from them and move forward.

We’re a growing MSP, so not every system is perfect yet and not every process is documented. That’s part of why we need someone like you — to help us build the workflows, systems, and habits that make us better as we grow.

Benefits