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Executive Assistant

Scale Army· Customer & Admin Support
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Remote$1.3k - $1.6kContractPosted 3w ago

About the role

Remote contract Executive Assistant to support the agency owner of an established insurance agency. Initial focus on email management, calendar coordination, administrative follow-up, and manual reporting, with responsibilities expanding as familiarity with operations and systems grows.

Responsibilities

  • 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 as needs arise.
  • 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 as directed.
  • Identify overdue tasks, missing follow-ups, or reporting inconsistencies that require attention.
  • Maintain accurate spreadsheets, trackers, and documentation.
  • 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 within the access provided.
  • Document recurring processes and create simple SOPs as the agency’s needs become clearer.
  • Gradually take on additional operational projects, including support with recruiting-related review through Ideal Traits.
  • 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 in day-to-day activities.
  • Build trust over time by becoming a dependable extension of the agency owner and leadership team.

Qualifications

  • 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.

Skills

Required:Calendar managementInbox managementDocumentation & reportingCRM proficiencyGoogle Workspace / Microsoft 365Attention to detailIndependent workProblem-solving & judgmentGrowth mindset
Nice to have:Adaptability
Last updated Sep 30, 2026. Interested? Apply on the company site.

About Scale Army

Global Staffing for Marketing & Sales Growth

Scale Army sources, vets, and deploys high-performing marketers and sellers, helping meet growth targets with nearshore talent, month-to-month contracts, and fast onboarding.

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