Part Time Executive Assistant

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JOB TITLE

Part Time Executive Assistant

JOB ID

KARDIA1

INDUSTRY

Insurance

LOCATION

LATAM / PH / Egypt / South Africa

JOB STATUS

Part-Time (25 hours/week)

WORK SCHEDULE

10am-3pm EST

SALARY

$6 - $8 p/h

TARGET START DATE

First / Second Week December

ROLE OVERVIEW

About the Client:

The Client is a rapidly expanding, client-focused insurance agency specializing in commercial coverage across numerous industries, from healthcare to construction. They prioritize in-depth analysis of a business's unique risks to ensure correct classification, often helping clients significantly reduce miscalculated premiums. Leveraging an extensive carrier network, the agent provides customized commercial policies, including liability, property, and cyber insurance, alongside maintaining a Health and Life Insurance division. The agency is dedicated to proactive coverage reassessment, ensuring long-term risk minimization and maximum protection for its diverse clientele. The Virtual Executive Assistant will support this high-touch service model by managing communications and administrative flow.

About the Role:

We are seeking a highly organized, self-motivated Virtual Executive Assistant (VA) to provide key administrative and social media support for an expanding insurance business. The ideal candidate will be a committed, long-term partner who takes initiative and excels at managing digital communications and promoting a professional online presence. This role is crucial for maximizing the executive's efficiency and allowing them to focus on strategic sales.

Key Responsibilities

1. Communications & Scheduling

• Email Management (Inbox Triage): Proactively monitor and manage the executive's email inbox, ensuring timely responses to client and prospect inquiries (goal is response within two hours).
• Appointment Scheduling: Manage the executive's calendar, including scheduling client meetings and appointments.
• Client Activity Management (CRM): Once established, the role will include specific data entry tasks: "putting in an activity" related to client accounts within the insurance business's CRM system (similar to Salesforce).

2. Social Media Management & Brand Promotion

• Platform Management: Post pre-created content to social media platforms, including LinkedIn, Instagram, Facebook, and YouTube.
• Content Transformation (AI Focus): Take the pre-created content and small blurbs provided by the executive and use Artificial Intelligence (AI) tools to transform them into catchy, engaging captions.
• Hashtag Strategy: Research and implement numerous relevant hashtags to maximize reach and visibility for each post.
• Engagement & Growth: Proactively respond to messages, comments, and inquiries received via social media platforms to maintain activity and actively increase the following.

3. Administrative Support

• General Admin: Assist with various daily operational tasks as needed.
• Policy Tracking: The VA must be able to track policy information and client details to complete the "activity" data entry in the CRM.

Qualifications & Skills

Soft Skills & Professional Mindset

• Initiative & Confidence: Must be a proactive self-starter who takes initiative, is not afraid to make a decision, and is confident.
• Communication & Professionalism: The VA acts as an extension and right hand of the executive and must present themselves in a professional manner.
• Reliability & Commitment: Seeking a candidate for a long-term engagement (ideally 1–2 years or more).

Technical & Hard Skills

• English Fluency: Excellent, clear English is required. The VA must speak clearly, articulate well, and be easily understandable, with an accent that is as neutral as possible.
• Advanced Typing Skills are important.
• Software Proficiency: Proficiency in Microsoft Office (especially Excel) and a Strong understanding of Calendar Management principles.
• Digital Fluency: Comfortable and proficient with Artificial Intelligence (AI) tools to enhance workflow.
• Social Media: Strong knowledge of LinkedIn, Instagram, and Facebook for posting and engagement.
  
  #LI-NC1

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