Executive Assistant
The Agent Insurance
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Benefits offered by this job
Job summary
The Agent Insurance Services (TAIS) is seeking an Executive Assistant (EA) to act as Time Architect for the Founder/Owner. This role frees the Visionary to focus on strategy, relationships, and growth by guarding the calendar, orchestrating communications, driving follow‑through, and building repeatable systems.
You will manage calendars, draft briefs, track decisions, and develop SOPs to keep the organization moving efficiently. Join a growing EOS‑driven agency with Boardman‑area roots.
Qualifications
- 2–5+ years supporting an executive or senior leader (small-business or agency experience a plus).
- Tech-forward: confident in HubSpot (or similar CRM), Microsoft 365 (Outlook, Teams, SharePoint, Excel).
- Project skills: excellent task tracking, prioritization, and deadline management.
Responsibilities
- Design, defend, and optimize a strategic weekly calendar aligned to the Visionary’s high‑value activities.
- Proactively schedule, reschedule, and batch work; build buffers and prep blocks.
- Own email and message triage; draft responses and keep inbox near zero.
- Prepare meeting briefs, organize talking points, and ensure pre‑reads and materials are ready.
- Capture decisions/action items; assign owners and due dates; track to done.
- Maintain dashboards and status updates; elevate blockers early.
- Create SOPs and quick how‑to videos; develop repeatable rhythms for recurring work.
- Travel, logistics, and interview coordination; liaise with vendors and partners.
Skills
Tools
Job description
- Secure salary plus potential incentives and bonuses.
- Health insurance.
- Eligible 401K matching, vacation and paid holidays
- Profit Sharing
- A position in a well‑established insurance agency
- Top carriers represented making your success a breeze!
- A continuous, growing business
- A fun, team environment
- Oh and check out our Google reviews. There is no one in the area that even comes close...
Please read BEFORE applying!
The Executive Assistant (EA) at The Agent Insurance Services (TAIS) is the Time Architect for our Founder/Owner (Visionary). Your mission is to free the Visionary to spend time on strategy, relationships, and growth by protecting the calendar, orchestrating communications, driving follow‑through, and building repeatable systems.
- Design, defend, and optimize a strategic weekly calendar aligned to the Visionary’s highest‑value activities.
- Proactively schedule, reschedule, and batch work; build buffers and prep blocks.
Own email and message triage; draft responses and keep the Visionary’s inbox near zero.
Prepare meeting briefs, organize talking points, and ensure pre‑reads and materials are ready.
Capture decisions/action items; assign owners and due dates; track to done.
Maintain simple dashboards and status updates; elevate blockers early.
Turn ad‑hoc tasks into SOPs and checklists; record quick how‑to videos.
Create repeatable rhythms for recurring work (daily/weekly/monthly cadences).
Leverage HubSpotand Office 365/SharePoint/Teamsfor CRM, tasks, files, and notes.
Build lightweight reports for meetings and decision‑making.
Schedule, set agendas, take decisive notes, and distribute outcomes.
Coordinate offsites, trainings, client/partner meetings, and logistics.
Plan door‑to‑door itineraries (flights, lodging, ground), hold confirmations, and prepare packets.
Liaise with internal team, candidates, vendors, and partners; book interviews; collect docs.
Keep vendor directories, renewals, and contacts organized.
Handle sensitive information with absolute discretion.
Act as a thoughtful gatekeeper and extender of the Visionary’s priorities.
- Experience: 2–5+ years supporting an executive or senior leader (small‑business or agency experience a plus).
- Tech‑forward: Confident in HubSpot (or similar CRM), Microsoft 365 (Outlook, Teams, SharePoint, Excel), and modern productivity tools.
- Project skills:Excellent task tracking, prioritization, and deadline management.
- Communication:Clear writer and concise speaker; professional on video.
- Judgment:Strong discretion, follow‑through, and bias for action.
- Insurance familiaritypreferred (terminology, workflows); curiosity to learn quickly is required.
- Background & reference checksrequired.
Note: This role is not responsible for claims/endorsements/service ticket processing; however, awareness of agency operations is helpful to coordinate people and information.
Founded in 1999 in the Youngstown area, TAIS is a growth‑minded, EOS‑run independent insurance agency with beautiful offices in Boardman and Salem. We serve clients across Property & Casualty, Life, Medicare, and Commercial lines. As an independent agency, we match clients with the right products by partnering with multiple carriers to deliver the right coverage at the best value. Our culture blends accountability, proactive service, and team success— and we like to have fun while we win.
Salary:$40,000 +/- 15K (DOE) with benefits.**
Upside:Bonus opportunities tied to results, agency production, and profitability.
Growth:Learn directly from the Founder/Owner and help scale an EOS organization.
Our clients deserve predictable access to our team. Our standard hours are 9–5, Monday–Friday. We support each other with reliable coverage during business hours and we also respect commitments outside of work. Occasional early/late blocks may be needed to protect focus time or accommodate priority meetings/travel.
You love helping leaders do their best work.
You enjoy varietyand solving new puzzles daily.
You thrive on checklists, order, and momentum.
You’re energized by systems, calendars, and making chaos feel simple.
You like being the calm, proactive organizerwho keeps everything moving.
If you’re happiest just “being present” from 9–5 and waiting for tasks, this is not your role. We’re looking for someone who takes ownership, builds systems, and enjoys the satisfaction of doing hard things well.
Computer confidence
You’ll live in Outlook/Teams/SharePoint, HubSpot, spreadsheets, and modern web apps. Updates won’t rattle you — you adapt quickly and keep working.
Video confidence
You’ll host and join video meetings, run screen‑shares, record short walkthroughs, and deliver polished virtual communication.
Professional curiosity
You like to learn — about insurance, our clients, our tools, and better ways to work. You’ll pursue training and continuously improve our playbooks.
Communication
You write clearly, summarize succinctly, and tailor your tone to audience and channel (in‑person, phone, video, email, text).
Interpersonal savvy
You build trust across the team and with partners. You read the room, anticipate needs, and keep everyone aligned.
Organization & prioritization
You can plan, schedule, and re‑prioritize when interruptions happen — without dropping the ball.
Basic numeracy
Comfortable with quick calculations and spreadsheet basics.
Outgoing, confident, and service‑oriented.
Positive, professional, and resilient.
Ethical and honest — always.
Coachable: you take feedback without defensiveness and improve fast.
A natural problem solver with a good sense of humor.
We pay for results, not just presence. You’ll take pride in teamwork, momentum, and making the organization more effective every week. We don’t micromanage; we set standards, measure outcomes, and support you in how you achieve them. Use of personal phones during work should be minimal— focus is your superpower.
Life happens. We respect that. But if your personal situation is currently chaotic, this role may be tough; it demands consistent reliability, discretion, and proactive energy.
- Dishonesty – This goes to the heart of who we are. We won’t stand for this. Without integrity, we will not succeed.
- Drama
- Disrespect – Applies to clients especially, but won’t be tolerated with coworkers or others in general
- Refusal to follow instructions
- Whining and complaining – Before you come to address a problem, try to come up with a solution to propose.
- Integrity – Even when nobody is looking
- Teamwork
- Professionalism
- Desire to achieve and grow
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