Executive Support Specialist - California Insurance Experience Required

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

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

• They’re the person their friends call when they need to figure something out. Not because they always have the answer — but because they know how to think through a problem, ask the right questions, and get to a solution
• They don’t wait to be told. If they see something that needs to happen, they handle it — then let the client know it’s done, not ask if they should do it
• They’re honest even when it costs them. If they make a mistake, they say so immediately. If something isn’t working, they raise it. They don’t manage perception — they manage reality
• They’re genuinely curious. It’s not enough to be smart — they actively seek out new things to learn, ask questions other people don’t think to ask, and find most topics at least a little interesting
• They treat confidentiality as non-negotiable. What happens in the client’s world stays there — no exceptions, no grey areas
• They use AI the way a sharp operator would — not as a novelty, but as a tool that makes their output faster and better than anyone who isn’t using it

People who are quietly excellent — not flashy, but consistently sharp, reliable, and ahead of the curve. You don’t need recognition for every task you handle. You find satisfaction in the fact that things run smoothly because of you, even if no one notices the work behind it.

We’re a growing MSP, which means priorities shift, new tasks appear, and not everything is perfectly documented yet. For the right person, that’s not a problem — it’s an environment where someone who takes initiative and uses every tool available naturally stands out.

This Role Is Not for You If:

• You need constant direction and check-ins to stay on track
• You treat “that’s not my job” as a reasonable response
• You let things slip and wait for someone else to notice
• You’d stay quiet about a mistake to avoid a difficult conversation
• Confidentiality feels like a guideline rather than a hard rule
• You’re uncomfortable with shifting priorities and changing plans
• You’ve never seriously used AI tools in your daily work and don’t intend to start
• Learning new things feels like a chore rather than something you actually enjoy

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.

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

• 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 — emails 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 AI-powered workflow automation tools (Make, Zapier, n8n, or equivalent)
• Experience supporting C-suite or senior leadership in a remote environment
• Familiarity with project management tools (ClickUp, Asana, Trello, or Monday.com)
• Basic bookkeeping or invoice processing experience (QuickBooks or Xero)
• Experience with market research and competitor analysis

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.