Senior Executive Assistant

Insure123 Insurance Agency Inc.; San Francisco (CA); Remote; USD 110,000 - 190,000; Full time

Job summary

Insure123 Insurance Agency Inc. is seeking an experienced Assistant to provide executive-level support across multiple businesses, including an established insurance brokerage, a technology startup, board responsibilities and personal commitments.

This high-trust role requires exceptional organization, communication, judgment and follow-through. The ideal candidate will act as an extension of a senior executive, anticipate priorities, drive projects forward, and ensure nothing falls through the

Qualifications

• Demonstrated experience supporting a CEO, founder, or senior executive
• Exceptional written and verbal English communication skills
• Excellent project management, organization, and prioritization skills
• Outstanding attention to detail and follow-through
• Strong executive judgment, professionalism, and discretion
• Confident communicating with C-suite executives and senior professionals
• Advanced proficiency in Microsoft 365, particularly Outlook and PowerPoint
• Strong technology skills and comfort using AI and modern productivity tools
• Ability to manage multiple workstreams in a fast-paced environment
• Highly proactive, resourceful, dependable, and solutions-oriented

Responsibilities

• Manage a high-volume Outlook inbox, prioritize communications, draft responses, track outstanding items, and ensure consistent follow-through
• Manage a complex professional and personal calendar, including meetings, events, scheduling, and competing priorities
• Track multiple projects, deliverables, deadlines, decisions, and action items through completion
• Proactively follow up with executives, clients, board members, business partners, vendors, and internal teams
• Draft polished executive-level emails and other communications
• Create, edit, and manage professional PowerPoint presentations and executive materials
• Prepare for meetings, capture decisions and action items, and drive post-meeting execution
• Coordinate responsibilities across established businesses, startup initiatives, board activities, and select personal matters
• Maintain clear systems for priorities, pending items, deadlines, and follow-ups
• Anticipate needs, identify next steps, and resolve issues without requiring constant direction

Skills

Executive Support

C-suite Communication

Project Management

Calendar Management

Email Management

PowerPoint Pro

Microsoft 365

Discretion & Judgement

Tools

PowerPoint

Microsoft 365

Job description

Full-Time | Remote

Seeking an experienced Assistant to provide executive-level support across multiple businesses, including an established insurance brokerage, a technology startup, board responsibilities and personal commitments.

This is a high-trust, high-ownership role requiring exceptional organization, communication, judgment and follow-through. The ideal candidate is proactive, accountable and able to operate as an extension of a senior executive — anticipating priorities, moving projects forward, and ensuring nothing falls through the cracks.

Key Responsibilities

• Manage a high-volume Outlook inbox, prioritize communications, draft responses, track outstanding items, and ensure consistent follow-through
• Manage a complex professional and personal calendar, including meetings, events, scheduling, and competing priorities
• Track multiple projects, deliverables, deadlines, decisions, and action items through completion
• Proactively follow up with executives, clients, board members, business partners, vendors, and internal teams
• Draft polished executive-level emails and other communications
• Create, edit, and manage professional PowerPoint presentations and executive materials
• Prepare for meetings, capture decisions and action items, and drive post-meeting execution
• Coordinate responsibilities across established businesses, startup initiatives, board activities, and select personal matters
• Maintain clear systems for priorities, pending items, deadlines, and follow-ups
• Anticipate needs, identify next steps, and resolve issues without requiring constant direction

Qualifications

• Demonstrated experience supporting a CEO, founder, partner, senior executive, or similarly demanding role
• Exceptional written and verbal English communication skills
• Excellent project management, organization, and prioritization skills
• Outstanding attention to detail and follow-through
• Strong executive judgment, professionalism, and discretion
• Confidence communicating with C-suite executives and senior professionals
• Advanced proficiency in Microsoft 365, particularly Outlook and PowerPoint
• Strong technology skills and comfort using AI and modern productivity tools
• Ability to manage multiple workstreams in a fast-paced environment
• Highly proactive, resourceful, dependable, and solutions-oriented
• Strong ownership mentality with a track record of closing loops and completing tasks

Position Requirements

This is a full-time remote position requiring dedicated professional availability during agreed working hours. This role is not suitable for candidates simultaneously pursuing full-time studies or holding another full-time position.

The ideal candidate is someone who stays several steps ahead, communicates at an executive level, brings structure to complexity, and takes ownership of moving priorities from discussion to completion.