Executive Assistant (Job ID: AMARIC1EA)

Inside Out Hiring; United States; Remote; USD 24,000 - 26,000; Full time

Job summary

Inside Out Hiring is actively seeking a highly organized bilingual Executive Assistant to support a California-based health insurance brokerage. The role focuses on pre- and post-enrollment administration, enabling the sales team to concentrate on revenue-generating activities.

You will manage benefits presentations, enrollment communications, rate sheets, CRM data migration, and social media updates while expanding into SOPs and process automation.

Qualifications

• Fluent Spanish and English with strong written and verbal skills.
• Experience in administrative, executive assistant or back-office support roles.
• Strong data privacy and security awareness.
• Excellent attention to detail for handling many client groups.
• Familiarity with AI tools to support data processing and document prep.
• Comfortable formatting documents and presentations for digital use.

Responsibilities

• Build and publish custom Google Slides decks for each client group and convert to web pages with plan details.
• Update benefits materials and client web pages at each renewal cycle.
• Send mass emails and texts to support pre- and post-enrollment communication; schedule sales appointments.
• Migrate CRM data from Google Docs to GoHighLevel and maintain automated workflows.
• Guide employees on using Bold Benefits app/portal to access plan info and videos.
• Enter quotes into Claude to build employee rate sheets.
• Upload enrollment and plan data to insurance carrier portals monthly.
• Manage content for LinkedIn and Instagram pages.
• Create and update SOPs to reflect changing processes.
• Handle non-sensitive enrollment data with privacy compliance.

Skills

Bilingual English/Spanish

Administrative experience

Attention to detail

AI tools familiarity

Tools

Claude AI

GoHighLevel

Google Slides

Google Docs

Job description

Exciting Remote Opportunity! We're Hiring a Bilingual Executive Assistant!

Are you a highly organized, bilingual professional ready to take ownership of administrative operations? We are looking for an exceptional Executive Assistant to support a growing California-based health insurance brokerage and help their sales team focus on revenue-generating activities!

Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: AMARIC1EA

• Industry: Health Insurance Brokerage

• Location: LATAM

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM PST

• Salary: $2000 to $2200 per month

• Target Start Date: Mid-October

About the Client

The company is a health insurance brokerage that prospects small businesses to provide medical, dental, and vision employee benefits. It serves a client base concentrated in California, with a significant Latino small-business community, and operates with a small, growing internal team. The role exists because the Founder and her sales team currently handle a substantial volume of administrative work alongside prospecting and sales, which limits time available for revenue-generating activity. The business needs dedicated support to manage recurring enrollment administration so the sales team can focus on prospecting and closing new business.

About the Role

You will take ownership of pre- and post-enrollment administrative processes for a growing health insurance brokerage, allowing the sales team to redirect their time toward prospecting and client calls. Core responsibilities include building and maintaining client-facing benefits presentations, managing enrollment communications, supporting rate sheet preparation, updating CRM records, and assisting with app onboarding and social media management.

As you become established in the role, you will take on additional operational responsibilities tied to renewal cycles, client communications, SOP creation, and process automation/documentation.

Key Responsibilities

• Benefits Presentations: Build and publish custom Google Slides decks for each client group, converting them into web pages that display plan information and new-hire recruiting content.

• Renewal Updates: Update each client group's published benefits materials and web pages at every renewal cycle to reflect current plan details.

• Enrollment Communications & Agent Scheduling: Send mass emails and text messages to support pre-enrollment and post-enrollment communication with client groups. Use Easy Text scripts to schedule appointments for sales agents.

• CRM Data Migration & Automation Maintenance: Transfer client group data from Google Docs into the GoHighLevel CRM following established templates, and maintain/update automated messaging workflows.

• App Onboarding & Support: Guide employees on how to download and navigate the Bold Benefits app/portal to access their individual plan information and videos.

• Rate Sheet Preparation: Take incoming quotes and enter the data into Claude to build accurate employee rate sheets.

• Carrier Data Uploads: Upload required enrollment and plan data to insurance carrier portals on a monthly basis.

• Social Media Management: Manage and update content for the company's LinkedIn and Instagram pages.

• SOP Maintenance: Assist with creating and continuously updating Standard Operating Procedures (SOPs) to reflect changing processes.

• Sensitive Data Handling: Manage non-sensitive employee enrollment data in accordance with strict privacy safeguards and confidential procedures (Note: Employee SSN handling is excluded).

Qualifications & Skills

Non-Negotiable Requirements:

• Language Proficiency: Fluent Spanish and English speaker with strong written and verbal communication skills, required to support a largely Latino client population based in California (Non-negotiable deal breaker).

• Administrative Background: Prior experience in an administrative, executive assistant, or back-office support role, ideally involving detailed, repeatable processes with client-specific variations.

• Data Security & Discretion: Comfortable and trustworthy handling sensitive personal employee data with attention to privacy and security best practices.

• Attention to Detail: Strong attention to detail, given the need to manage numerous client groups with similar but distinct plan documents and requirements.

• AI Tool Familiarity: Trained or experienced in using AI tools such as Claude to support data processing and document preparation work.

• Digital Formatting: Comfortable with digital communication and presentation tools, including building and formatting web-published documents.

Core Mindset:

• Proactive with problem-solving skills, a willingness to take initiative, figure things out independently, and meet monthly/renewal deadlines.

Tech Stack Experience Needed:

• AI & Document Tools: Claude, Google Workspace (Google Slides, Google Docs)

• CRM & Automation: GoHighLevel

• Client App / Portal: Base44 (Bold Benefits Portal)

• Communication: Easy Text, Email, SMS

• Social Media: LinkedIn, Instagram

• External Systems: Insurance Carrier Portals