Executive Support Specialist — California Insurance Experience Required

Executive Support Specialist — California Insurance Experience Required
US-Based | 100% Remote | Full-Time | 2 Positions Available

The work moves fast. Your job is to make sure nothing falls through the cracks — before anyone notices it almost did.

To apply please fill out the application form here: ---------- /bepartofourteam.

About ----------

We're a family-owned business with all-local Philippines leadership and team. We've been 100% work-from-home since day one — not a pandemic pivot. We've grown by valuing our people, building long-term relationships, and doing great work for great clients.

The Role

This role is focused on California insurance — personal and commercial lines. A big part of your day will be handling renewals, quotes, and account servicing. If you've worked inside a California insurance agency recently and know how personal and commercial lines operate — you'll feel right at home here. If you haven't, this role isn't the right fit.

Beyond the insurance work, you'll be supporting day-to-day operations — managing communication, keeping things organized, and making sure nothing gets missed. You'll be expected to use AI tools regularly to work faster and produce better outputs. Not occasionally. Daily.

The Mindset We're Looking For

The best Executive Support Specialists we've worked with share a few traits:

They figure things out. When something comes up they haven't seen before, they don't freeze — they think it through, find a path forward, and get it done.
They don't wait to be told. If something needs to happen, they handle it — then let you know it's done, not ask for permission first.
They're honest when things go wrong. Mistakes happen. What matters is that they surface it immediately, own it, and fix it — not hope no one notices.
They're naturally curious. They ask questions other people don't think to ask. They pick up new tools and processes quickly because they actually want to understand how things work.
They treat confidentiality as non-negotiable. What stays in the business stays in the business — no exceptions.
They use AI like a professional tool. Not a novelty. Something they rely on daily to do better work faster.

Who Thrives Here

People who are quietly excellent. You don't need recognition for every task — you find satisfaction in the fact that things run smoothly because of you, even when no one notices the work behind it.

We're a growing business, which means priorities shift and not everything is perfectly documented yet. If you're the type who takes initiative and figures things out without waiting for a perfect playbook — you'll do well here.

What You'll Do

You'll be managing a mix of insurance operations and administrative support in a fast-moving remote environment. Your job is to keep things running, stay ahead of deadlines, and make sure nothing gets dropped.

That looks like:

Handling renewals, quotes, and account servicing for personal and commercial insurance lines — this is the core of the role
Managing inbound communication across email and phone — triaging, responding where appropriate, and escalating only what genuinely needs attention
Tracking open action items, follow-ups, and deadlines so nothing slips — and flagging anything at risk before it becomes a problem
Managing calendars, scheduling, and meeting coordination
Preparing reports, summaries, and briefing materials that are clear and ready to use without further editing
Maintaining organized records across CRM systems and shared drives — so information is always findable and current
Using AI tools to draft communications, summarize threads, and eliminate repetitive manual tasks
Supporting market research, competitor analysis, and social media scheduling when needed

What We're Looking For

At least 1 year of recent, hands-on experience working inside a California insurance agency — personal and commercial lines — handling renewals, quoting, and account servicing; this is the non-negotiable requirement for this role
Excellent conversational English — clear, natural, easy to listen to; clients always feel heard
Proven experience in a support, virtual assistant, or administrative role
Active, confident daily use of AI tools (Claude, ChatGPT, or equivalent)
Proficiency in Microsoft Office Suite and Google Workspace
Experience with CRM tools (HubSpot, Zoho, Salesforce, or equivalent)
Strong written English — email s are clear and professional before they're sent
High attention to detail — errors get caught before they leave your desk
Strong organizational skills — multiple priorities, nothing slips
Self-directed once you're up to speed — asks the right questions early, works independently after

Nice to have:

Experience with insurance agency management systems (Applied Epic, AMS360, Hawksoft, or equivalent)
Experience with automation tools (Make, Zapier, n8n, or equivalent)
Familiarity with ClickUp, Asana, or similar project management tools
Basic bookkeeping experience (QuickBooks or Xero)

How Onboarding Works (And How That Changes)

We're honest about how we work with new team members.

In your first weeks and months, you'll have real hands-on support from the team. We'll work closely with you to understand how things operate, our tools, our standards, and how information flows across the business. We expect questions — and we'll give you the time to learn.

As you show what you can do — and you will — that involvement steps back quickly. Trust grows fast here. People who demonstrate ownership, judgment, and quality work earn autonomy quickly. People who consistently deliver end up with significant latitude to shape how they support clients and manage their work.

We don't want to over-direct people who don't need it. But we also don't believe in throwing someone in without context and calling it autonomy. We earn each other's trust through real work — then we get out of the way.

What Success Looks Like

At three months:
Renewals and account servicing are running without dropped deadlines or missed follow-ups. Communication is handled, and you're already using AI tools to produce outputs faster than expected.

At six months:
You're anticipating needs before they're voiced. Repetitive tasks have been automated or streamlined. The work is running more smoothly because of systems and habits you built — without being asked.

At twelve months:
You're an indispensable part of how the business operates. Trust is solid. The work you've done — the systems, the habits, the consistency — would be immediately felt if it disappeared. ---------- is investing in what's next for you.

How We Work

You won't be micromanaged. We trust our people to do great work and we give them the space to do it. There's real work to be done — clients depend on us — but we understand that doing meaningful work means making decisions, and sometimes those decisions won't be right on the first try. That's how we find the right path. We don't punish thoughtful mistakes. We learn from them and move forward.

We're a growing MSP, so not every system is perfect yet and not every process is documented. That's part of why we need someone like you — to help us build the workflows, systems, and habits that make us better as we grow.

This Role Is Not for You If:

You don't have recent experience working inside a California insurance agency — personal and commercial lines
You need constant check-ins and direction to stay on track
You let things slip and wait for someone else to catch it
You'd stay quiet about a mistake to avoid a difficult conversation
Confidentiality feels optional depending on the situation
You've never seriously used AI tools in your daily work and don't plan to start
Shifting priorities and imperfect systems frustrate rather than motivate you

There's no judgment in that list — it's just not the environment. We'd rather be honest now than waste each other's time.

What We Offer

Competitive salary based on experience
100% remote — no corporate commute, ever
Weekly pay via Wise direct deposit
Tech and internet allowance
Paid vacation leave
HMO
Access to the latest AI tools (Claude, Code, and more) to work smarter and automate more
Career growth