Executive Assistant

Company Overview

Fitzgerald & Co Insurance Brokers is a specialist insurance brokerage based in Australia, delivering tailored insurance solutions to businesses and individuals. With years of experience in the industry, the firm is committed to providing professional, personalised advice and exceptional client service. The team leverages leading insurance systems and technologies to deliver efficient, compliant, and high-quality support to its clients.

Website:

About the Role

We are seeking a highly organised and proactive Executive Assistant to support Jonathan Fitzgerald, Director & Principal Insurance Broker. This role is based in the Philippines and provides remote operational and administrative support.

The Executive Assistant will manage day-to-day administrative activities, coordinate schedules and communications, assist with insurance system processes, claims lodgement and follow-ups, and help ensure seamless back-office operations. The successful candidate will act as a reliable extension of the broker, enabling him to focus on client relationships and business growth.

This role is being recruited by Clarke Point, a premier Singapore-based agency dedicated to delivering global recruitment and staffing solutions, ) and is for a long-term, full-time Independent Contractor.

Key Responsibilities

• Calendar & Email Management: Coordinate and manage the broker's schedule, prioritising meetings and handling inbox correspondence.
• Claims Lodgement and Follow-ups: Assist with preparing, submitting, and monitoring insurance claims to ensure timely resolution and clear communication with clients and insurers.
• Insurance System Support: Process and maintain records in Winbeat and Officetech, including policy documentation and client information.
• Document & File Management: Organise, file, and maintain accurate client and policy documentation for compliance and accessibility.
• Invoicing & Finance Administration: Prepare and process invoices using Xero; ensure records are up to date for reporting purposes.
• Operational Support: Assist with compliance requirements, data entry, and reporting tasks.
• Client Coordination: Support communications with clients where required (drafting emails, scheduling calls, follow-ups).
• General Administrative Tasks: Provide day-to-day administrative support, including preparing reports, presentations, and other documents.

Mandatory Criteria

• Experience working as an Independent Contractor for an Australian, American or similar client.
• Demonstrated experience in calendar management, inbox management, and document filing.
• Proficiency in Winbeat and Officetech insurance systems (or the ability to quickly learn).
• Competence with Xero or other cloud-based invoicing/accounting platforms.
• Minimum 2–3 years in an administrative or executive support role.
• Excellent organisational and time management skills with strong attention to detail.
• High standard of written and verbal English communication.
• Ability to work independently in a remote setting with reliable internet and a suitable home office setup.

Nice-to-Haves

• Previous experience in the insurance or financial services industry.
• Familiarity with compliance requirements for insurance documentation.
• Prior support experience with Australian professionals or companies.
• Strong Microsoft Office and Google Workspace proficiency.
• Experience handling confidential and sensitive client data.

Ideal Personality Attributes for Success

• Proactive and resourceful in managing tasks and anticipating needs.
• Strong attention to detail and accuracy in all outputs.
• Discreet, trustworthy, and professional with sensitive information.
• Adaptable and able to thrive in a fast-paced environment.
• Collaborative yet self-motivated, able to take initiative when working independently.

Remote Work Setup Requirements

To ensure a smooth and professional remote working experience, candidates must have the following:

• Quiet and Dedicated Home Office Setup –

• Professional and distraction-free workspace

• Ergonomic chair and desk recommended

• Laptop or Desktop Computer – Minimum specifications:

• Intel i5 or AMD Ryzen 5 processor (or better)

• At least 8GB RAM
• Windows 10 or macOS 11 and above

• Stable Internet Connection – Minimum speed of 25 Mbps (download/upload)

• Wired (LAN) connection for stability is preferred

• Backup internet source (e.g., pocket Wi-Fi or mobile hotspot) is a plus

• Clear Audio Equipment –

• Noise-cancelling headset with built-in microphone

• Clear audio for calls and video meetings
• Working Webcam – Required for virtual meetings and team check-ins

• Uninterrupted Power Supply (UPS) or access to a backup power source

• Especially important for areas prone to power outages

• Up-to-date Antivirus or Security Software – To protect company and client data

Compensation Package

This role is for a long-term, full-time Independent Contractor with the following additional perks:

• Vacation Leave: 12 days per year, granted upon successful completion of the probation period.
• Sick Leave: 6 days per year, available annually.
• Health Insurance Allowance: ₱2,500 per month provided toward family health insurance after the probation period.
• Flexible Work Environment: Fully remote, Monday to Friday, aligned with Australian business hours.

Fitzgerald & Co Insurance Brokers is based in Melbourne, Australia, thus the work hours will follow Melbourne time (GMT +10) with some flexibility.

How to Apply

For your application to be considered, please submit the following:

• Your resume
• A short cover letter outlining your suitability for this role. Your cover letter must include the word "CLARKE" in capital letters and a summary of your experience working as a full-time independent contractor or online freelancer.

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