Bilingual Insurance Executive Assistant
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Job Description
Bilingual executive assistant managing quoting, binding, payments, certificates, renewals, and inbox operations for a commercial insurance agency. Serving Spanish-speaking small businesses in English and Spanish.
Responsibilities:
- Receive and verify client intake forms
- Create and update client records in the agency management system
- Enter application details into commercial carrier and wholesaler quoting portals
- Call clients to gather missing operational details for underwriting
- Process carrier supplemental questionnaires and upload completed forms
- Monitor quoting progress and notify the agency owner when quotes are finalized
- Complete policy binding workflows with carriers
- Prepare finance agreements and track check deposits and clearance
- Issue digital invoices and payment links
- Support migration from the legacy finance system to the new digital platform
- Pull pending cancellation reports
- Make payment reminder calls and assist clients with payments
- Issue Certificates of Liability Insurance
- Prepare building permit certificate packages
- Add Additional Insured endorsements
- Generate Workers' Comp waivers and send them for signature
- Track renewals six weeks before expiration and re-engage clients
- Re-quote expiring policies and shop alternative carriers
- Manage the shared Gmail inbox
- Respond to routine inquiries and escalate owner-level items
- Handle calls in English and Spanish
- Route appointments and meeting requests to the front-desk assistant
- Maintain daily contact with the agency owner
Requirements:
- Fluent spoken and written Spanish and English
- Ideally 2–5 years as an Insurance CSR, Administrative Assistant, or VA in US commercial insurance
- Working knowledge of coverage limits, certificates, quoting, and renewals
- Friendly, patient, and personable phone demeanor
- Clear, professional English email communication
- Ability to manage a high-volume inbox
- Fast, process-oriented learner who executes repetitive tasks consistently and accurately
- Honest, transparent, and willing to report mistakes promptly
- Printer and scanner highly preferred
- Familiarity with an agency management system and US carrier/wholesaler quoting portals is a nice-to-have
- Openness to using AI tools
- Business-casual attire for meetings
- Clean background, good camera, good microphone, and strong Wi-Fi
- Availability full-time, 9am to 5pm Eastern Time (EST/EDT)
Benefits:
- 13th Month Bonus
- Permanent work-from-home / remote set-up
- Health insurance
- Dental insurance
- Mental health insurance
- Great starting salary
- Growth opportunity
- Performance-based raises
- Prizes and bonuses
- Supportive, flexible leadership
- Professional development journey
- Opportunity to shape a first-ever remote role
- Deepen commercial insurance expertise
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