Executive Assistant

Scale Army Careers; United States; Remote; USD 60,000 - 90,000; Full time

Job summary

Scale Army Careers is seeking a proactive Executive Assistant to support the agency owner from a fully remote setup. The role focuses on email management, calendar management, reporting, and CRM workflow, with scope to expand into operations and recruitment coordination over time.

Candidates should have 3+ years supporting executives, be highly organized, discreet with sensitive information, and able to work across multiple systems including Ricochet CRM and AgencyZoom.

Qualifications

• 3+ years supporting an executive or fast-paced leadership team.
• Experience preparing reports, managing spreadsheets, and organizing information from multiple systems.
• Experience in insurance, financial services, or lead-driven environments is a plus.
• Proactive, independent, and discrete with sensitive information.

Responsibilities

• Manage and organize the agency owner’s inbox, including sorting messages, flagging priorities, drafting responses, and ensuring important items do not get missed.
• Coordinate calendar scheduling, meeting reminders, rescheduling, and day-to-day administrative needs.
• Prepare meeting notes, action items, and follow-up communications as needed.
• Maintain a clear tracker of open tasks, priorities, deadlines, and pending decisions.
• Support ad hoc administrative projects, file organization, and internal documentation as needs arise.
• Prepare recurring manual reports using information from internal systems and lead-management platforms.
• Organize relevant data into clear, easy-to-review summaries for the agency owner.
• Track information related to lead activity, follow-up status, appointments, and other operational metrics as directed.
• Identify overdue tasks, missing follow-ups, or reporting inconsistencies that require attention.
• Maintain accurate spreadsheets, trackers, and documentation.
• Learn and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.
• Assist with basic CRM hygiene, data updates, and workflow organization within the access provided.
• Document recurring processes and create simple SOPs as the agency’s needs become clearer.
• Gradually take on additional operational projects, including support with recruiting-related review through Ideal Traits.

Skills

Calendar management

Inbox management

Task management

Document management

CRM & reporting platforms

Learning new tools

Tools

Ricochet CRM

Allstate Lead Manager

AgencyZoom

LeadSwami

Job description

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is an established insurance agency with a long-standing presence in its market and an 18-person team. The agency manages a high volume of leads, client activity, and internal operations across several systems and is looking to bring on its first dedicated remote Executive Assistant to support the agency owner directly.

Role Overview

The Executive Assistant will help the agency owner stay organized, responsive, and focused on the highest-value priorities across the business. The role will initially focus on email management, calendar coordination, administrative follow-up, and manual reporting, with responsibilities expanding as the Executive Assistant becomes familiar with the agency’s operations and systems.

This role is suited to a proactive, highly organized professional who can work independently, handle sensitive information with discretion, and create structure across a busy executive’s day-to-day responsibilities.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

Executive & Administrative Support

• Manage and organize the agency owner’s inbox, including sorting messages, flagging priorities, drafting responses, and ensuring important items do not get missed.
• Coordinate calendar scheduling, meeting reminders, rescheduling, and day-to-day administrative needs.
• Prepare meeting notes, action items, and follow-up communications as needed.
• Maintain a clear tracker of open tasks, priorities, deadlines, and pending decisions.
• Support ad hoc administrative projects, file organization, and internal documentation as needs arise.

Reporting & Data Organization

• Prepare recurring manual reports using information from internal systems and lead-management platforms.
• Organize relevant data into clear, easy-to-review summaries for the agency owner.
• Track information related to lead activity, follow-up status, appointments, and other operational metrics as directed.
• Identify overdue tasks, missing follow-ups, or reporting inconsistencies that require attention.
• Maintain accurate spreadsheets, trackers, and documentation.

Systems & Operational Support

• Learn and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.
• Assist with basic CRM hygiene, task tracking, data updates, and workflow organization within the access provided.
• Document recurring processes and create simple SOPs as the agency’s needs become clearer.
• Gradually take on additional operational projects, including support with recruiting-related review through Ideal Traits.

Proactive Support & Communication

• Anticipate needs, provide clear updates, and follow through on tasks without requiring constant direction.
• Surface items requiring the agency owner’s attention before they get lost in day-to-day activities.
• Build trust over time by becoming a dependable extension of the agency owner and leadership team.

Qualifications

Experience

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, or similar support role.
• Experience supporting an executive, founder, or fast-paced leadership team.
• Experience preparing reports, managing spreadsheets, and organizing information from multiple systems.
• Experience in insurance, financial services, sales operations, or a lead-driven environment is a plus.

Skills

• Excellent calendar, inbox, task, and document-management skills.
• Proficiency with Google Workspace or Microsoft Office, including Gmail/Outlook, Calendar, Excel/Google Sheets, and Docs.
• Ability to quickly learn new CRM, reporting, and workflow platforms.
• Strong attention to detail and ability to handle sensitive information professionally.
• Strong organizational skills with the ability to take ownership and work independently in a fast-paced environment.
• Patient and adaptable approach when supporting a leader who is beginning to delegate additional responsibilities.
• Strong problem-solving instincts and judgment regarding when an issue needs to be escalated or flagged.
• Interest in expanding responsibilities as the agency’s operational needs grow.

What Success Looks Like

• The agency owner has a well-managed inbox, calendar, and clear visibility into daily priorities.
• Recurring reports and administrative tasks are completed accurately and on time.
• Important follow-ups, tasks, and action items are organized and less likely to fall through the cracks.
• Internal systems, files, and processes become more structured over time.
• The Executive Assistant becomes a trusted, long-term operational partner to the agency owner.

Opportunity

The Executive Assistant will join an established and growing insurance agency in a highly trusted support role. The position provides direct exposure to the agency owner and multiple areas of the business, with the opportunity to expand responsibilities over time across executive support, reporting, operations, and recruiting coordination.