Virtual Assistant

Easy Outsource; Poland; Remote; PLN 149,000 - 241,000; Full time

Job summary

Easy Outsource is seeking a highly organized Virtual Assistant to support a busy life insurance and group benefits brokerage. The role covers administrative tasks, client communication, CRM management, and compliance-related responsibilities.

The ideal candidate has keen attention to detail, strong communication, and experience with CRM systems in regulated environments. Responsibilities include CRM/workflow management, client support, insurance case handling, and compliance tasks.

Qualifications

• Experience using CRM systems (e.g., Wealthbox, HubSpot, Salesforce, Zoho, etc.) is required.
• Previous experience in life insurance, group benefits, or a financial services environment is strongly preferred.
• Working knowledge of compliance requirements in insurance or similar regulated industries.
• Excellent written and verbal communication skills.
• Strong attention to detail, organization, and ability to manage multiple priorities.
• Proficiency with Microsoft Office, Google Workspace, and eSignature tools.

Responsibilities

• CRM & Workflow Management: Maintain and update CRM records, track application statuses, generate summaries and reports, document client notes for compliance.
• Client & Administrative Support: Schedule meetings, manage email, prepare/send documents, onboard clients, follow up on outstanding information.
• Insurance Case Support: Prepare/submit life insurance and group benefits applications, liaise with providers, organize client files.
• Compliance Assistance: Ensure documentation is collected and stored per regulations, assist audits, stay updated on compliance changes.

Skills

CRM proficiency

Attention to detail

Communication skills

Organization

Multitasking

Tools

Wealthbox

HubSpot

Salesforce

Zoho

Job description

We are seeking a highly organized and tech-savvyVirtual Assistantto support a busy life insurance and group benefits brokerage. This role involves handling administrative tasks, client communication, CRM management, and assisting withcompliance-related responsibilities. The ideal candidate has strong attention to detail, excellent communication skills, andexperience using CRM systemsin a regulated environment such as insurance or financial services.

Requirements

Key Responsibilities:

CRM & Workflow Management

• Maintain and update CRM records (e.g., client details, policy information, task tracking)
  
• Track application statuses and set automated follow-up reminders
  
• Generate summaries and reports using CRM data
  
• Ensure all client notes and communications are documented accurately for compliance purposes
  

Client & Administrative Support

• Schedule meetings and manage email correspondence
  
• Prepare and send client documents, applications, and follow-up communications
  
• Assist with onboarding clients (sending forms, gathering identification, and other documentation)
  
• Follow up with clients on outstanding information or requirements
  

Insurance Case Support

• Assist with preparing and submitting life insurance and group benefits applications
  
• Communicate with insurance providers regarding application requirements or missing information
  
• Maintain and organize client files and documents for easy retrieval and audit readiness
  

Compliance Assistance

• Ensure all documentation is properly collected, completed, and securely stored in accordance with industry regulations
  
• Assist in preparing documentation for audits or internal reviews
  
• Stay up to date on changes to documentation or compliance protocols as directed
  

Optional Tasks (Depending on Skills & Experience)

• Support newsletter drafting, social media scheduling, or email marketing
  
• Conduct basic market research or prepare quote comparisons
  
• Assist with special projects and business development initiatives
  

Qualifications:

• Experience using CRM systems (e.g., Wealthbox, HubSpot, Salesforce, Zoho, etc.) isrequired
  
• Previous experience in life insurance, group benefits, or a financial services environment isstrongly preferred
  
• Working knowledge ofcompliance requirementsin insurance or similar regulated industries
  
• Excellent written and verbal communication skills
  
• Strong attention to detail, organization, and ability to manage multiple priorities
  
• Proficiency with Microsoft Office, Google Workspace, and eSignature tools
  

Preferred:

• Familiarity with Canadian insurance regulations and client confidentiality requirements
  
• Experience managing compliance-related documentation
  
• Availability during Canadian business hours or partial overlap