Executive Assistant & Insurance Operations Coordinator

Crespo Insurance Agency LLC; Pennsauken Township (NJ); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

Hands on Training

Retirement Plan

Job summary

Crespo Insurance Agency, LLC in Pennsauken/Westville, New Jersey seeks an Executive Assistant to support the Agency Owner and drive daily operations. A strong background in the insurance industry (3–5 years) and sharp organizational, communication, and spreadsheet skills are required.

This role handles confidential information, manages multiple priorities, and contributes to growth with CRM, reporting, and coordination across locations.

Qualifications

• 3–5 years of experience in the insurance industry.
• Independent agency experience preferred.
• Experience with email management, reporting, and administrative coordination.
• CRM software and agency management systems experience.
• Active Property & Casualty license is preferred.

Responsibilities

• Manage the Agency Owner's emails, correspondence, calendar, appointments, and daily priorities.
• Review incoming emails, identify urgent matters, and prepare responses.
• Follow up with carriers, employees, vendors, and partners.
• Maintain organized electronic records and confidential documents.
• Create and maintain Excel and Google Sheets reports.
• Prepare daily, weekly, and monthly insurance production reports.
• Track new business, renewals, premiums, commissions, and employee performance.
• Prepare agendas and minutes for daily meetings; track deadlines.
• Monitor CRM activity, lead follow-ups, quotes, and sales opportunities.
• Support marketing, recruiting, onboarding, and training; coordinate operations between Pennsauken and Westville.

Skills

Organizational skills

Communication skills

Problem-solving

Education

Property & Casualty license

Tools

HawkSoft

AgencyZoom

Job description

Job Description

Location: Pennsauken / Westville, New Jersey

Experience Required: 3–5 years in the insurance industry

Crespo Insurance Agency, LLC is seeking a highly organized, proactive, and detail-oriented Executive Assistant to work directly with the Agency Owner and support the daily operations and continued growth of our insurance agency.

The ideal candidate will have 3–5 years of insurance industry experience, excellent computer and spreadsheet skills, strong written communication abilities, and experience managing emails, CRM systems, and employee performance reports.

We are looking for someone who can anticipate needs, manage multiple priorities, maintain confidentiality, and ensure that important tasks are completed on time. This is an important position for someone who understands the insurance business and can help keep the Agency Owner and team organized, productive, and accountable.

This is not an entry-level administrative position. Insurance industry experience is required.

Benefits

• Paid Time Off (PTO)
• Hands on Training
• Retirement Plan

Responsibilities

Executive & Administrative Support

Manage the Agency Owner's emails, correspondence, calendar, appointments, and daily priorities.

Review incoming emails, identify urgent matters, and prepare or send responses as appropriate.

Follow up with insurance carriers, employees, vendors, and business partners.

Maintain organized electronic records and confidential business documents.

Reporting & Spreadsheet Management

Create and maintain Excel and Google Sheets reports.

Prepare daily, weekly, and monthly insurance production reports.

Track new business, renewals, premiums, commissions, and employee performance.

Monitor progress toward agency production goals and identify discrepancies.

Prepare reports that help management evaluate productivity and business growth.

Meetings & Employee Accountability

Prepare agendas and materials for daily morning meetings.

Record meeting minutes and distribute them to employees.

Track assignments, deadlines, and outstanding action items.

Follow up with team members to ensure commitments are completed.

Help monitor employee productivity and compliance with internal procedures.

Insurance Agency Operations

Understand personal and commercial insurance workflows, including quoting, binding, endorsements, renewals, and policy servicing.

Communicate with insurance carriers and assist with operational follow-ups.

Monitor CRM activity, lead follow-ups, pending quotes, and sales opportunities.

Help maintain accurate records in the agency management system.

Identify workflow improvements and assist with implementing efficient procedures.

Business Growth & Operation

Work closely with the Agency Owner to support business development and agency expansion.

Track production goals and employee performance metrics.

Assist with marketing initiatives, recruiting, onboarding, and training.

Help coordinate operations across the agency’s Pennsauken and Westville locations.

Requirements

Qualifications

3–5 years of experience in the insurance industry.

Previous experience in an independent insurance agency is strongly preferred.

Strong knowledge of personal and commercial insurance operations.

Experience with email management, reporting, and administrative coordination.

Experience with CRM software and agency management systems.

Strong organizational, communication, and problem-solving skills.

Ability to manage multiple priorities and meet deadlines without constant supervision.

Professional judgment and discretion when handling confidential information

Reliable, detail-oriented, and comfortable working in a fast-paced environment.

Preferred Qualifications

Active Property & Casualty insurance license.

Experience with HawkSoft, AgencyZoom, or similar insurance software.

Previous experience supporting an agency owner, executive, or insurance office manager.

Bilingual English/Spanish is a plus.

What We Are Looking For

The successful candidate will be dependable, proactive, and comfortable taking ownership of responsibilities. We need someone who does not simply wait for instructions but anticipates problems, follows through on assignments, and helps ensure that daily operations run smoothly.

The right person will be professional, organized, trustworthy, and committed to helping the agency improve productivity, accountability, and profitability.

Compensation & Benefits

• Competitive compensation based on experience and qualifications.
• Opportunity for professional growth within an established insurance agency.
• Collaborative work environment.
• Opportunity to work directly with agency leadership and contribute to business growth
• Specific compensation and benefits will be discussed during the hiring process.

Crespo Insurance Agency, LLC is an Equal Opportunity Employer.