The Executive Assistant will help the agency owner stay organised, responsive, and focused on high-value priorities across the business, starting with email management, calendar coordination, administrative follow-up, and manual reporting.

• Job Location: Fully Remote (US business hours, 9:00 AM – 5:00 PM EST)
• Employment Type: Full-Time
• Salary: $1K–$1.2K per month

Scale Army Careers is hiring on behalf of an established insurance agency with a long-standing market presence and an 18-person team. The agency manages a high volume of leads, client activity, and internal operations across several systems, and is bringing on its first dedicated remote Executive Assistant to support the agency owner directly.

Executive & Administrative Support

• Manage and organize the agency owner's inbox, including sorting messages, flagging priorities, drafting responses, and ensuring important items do not get missed.
• Coordinate calendar scheduling, meeting reminders, rescheduling, and day-to-day administrative needs.
• Prepare meeting notes, action items, and follow-up communications as needed.
• Maintain a clear tracker of open tasks, priorities, deadlines, and pending decisions.
• Support ad hoc administrative projects, file organization, and internal documentation.

Reporting & Data Organization

• Prepare recurring manual reports using information from internal systems and lead-management platforms.
• Organize relevant data into clear, easy-to-review summaries for the agency owner.
• Track information related to lead activity, follow-up status, appointments, and other operational metrics.
• Identify overdue tasks, missing follow-ups, or reporting inconsistencies.
• Maintain accurate spreadsheets, trackers, and documentation.

Systems & Operational Support

• Learn and support workflows across Ricochet CRM, Allstate Lead Manager, AgencyZoom, LeadSwami, and lead-vendor tools.
• Assist with basic CRM hygiene, task tracking, data updates, and workflow organization.
• Document recurring processes and create simple SOPs.
• Gradually take on additional operational projects, including recruiting-related review support.

Proactive Support & Communication

• Anticipate needs, provide clear updates, and follow through on tasks without requiring constant direction.
• Surface items requiring the agency owner's attention before they get lost.
• Build trust over time as a dependable extension of the agency owner and leadership team.

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, or similar support role.
• Experience supporting an executive, founder, or fast-paced leadership team.
• Experience preparing reports, managing spreadsheets, and organizing information from multiple systems.
• Experience in insurance, financial services, sales operations, or a lead-driven environment is a plus.
• Excellent calendar, inbox, task, and document-management skills.
• Proficiency with Google Workspace or Microsoft Office, including Gmail/Outlook, Calendar, Excel/Google Sheets, and Docs.
• Ability to quickly learn new CRM, reporting, and workflow platforms.
• Strong attention to detail and ability to handle sensitive information professionally.
• Strong organizational skills with the ability to take ownership and work independently in a fast-paced environment.
• Patient and adaptable approach when supporting a leader who is beginning to delegate additional responsibilities.
• Strong problem-solving instincts and judgment regarding escalation.

How to Apply
Interested candidates should Apply here. The application process requires filling in the application form and recording a video showcasing your skill sets.

Why This Job Might Be a Good Fit
This role suits an experienced executive assistant who enjoys creating structure and taking ownership rather than waiting for instructions. Because the agency is delegating for the first time, the EA here shapes the processes and becomes a long-term operational partner, which builds strong credentials for operations or chief-of-staff type roles.

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