Executive Assistant

• 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

Bilingual Insurance Executive Assistant

• Join live calls to take dictation and detailed notes, including pricing, action items/next steps, and dates
• Read emails, text messages, and other correspondence aloud during travel times, take dictation, and send replies to customers/the office
• Keep the owner organized by tracking to-dos and important follow-ups
• Update and maintain spreadsheets, logs, and other administrative files
• Provide light administrative support, such as scheduling and reminders
• Help organize business-growth ideas and identify next steps, offering assistance where possible
• Build relationships with pool service subcontractors for potential customer referrals
• Maintain regular contact with subcontractors, following up every month or two, and track outreach on a shared spreadsheet
• Use a rough script while improvising when needed

Personal Assistant, LATAM

• Handle sensitive and confidential company information with strict professional discretion
• Prepare meeting materials, set up conference rooms, record meeting minutes, and coordinate special events or town halls
• Liaise between executives and internal or external partners
• Manage office supply inventory and general administrative workflows
• Manage calendar, inbox triage, travel, and meeting preparation across Pacific time
• Draft emails, decks, one-pagers, and follow-up notes in English and Spanish when appropriate
• Protect the founder’s time by declining, rescheduling, batching, and escalating
• Track open loops and close them
• Connect project workstreams into one plan and maintain the master schedule
• Build and maintain trackers, SOPs, meeting cadences, and decision logs
• Coordinate architects, engineers, lenders, subcontractors, and agencies to dates
• Flag slippage early with a recommended next step
• Prepare a weekly scorecard covering progress, blockers, and decisions needed
• Maintain light CRM/pipeline hygiene and document control
• Coordinate vendor selection, onboarding, and invoice routing
• Coordinate recruiting

• Provide tactical and strategic administrative support to upper executive-level employees
• Maintain key records and compile data for reports
• Support administrative tasks associated with the budget process
• Schedule executive appointments and meetings
• Maintain calendars for upper executive-level employees
• Answer, screen, and route telephone calls for upper-level executives
• Prepare expense reports
• Prepare and edit executive presentations
• Make travel arrangements
• Mentor and lead general administrative staff
• Coordinate administrative work within the department/division and with other departments, divisions, and companies
• Support a Vice President or Senior Vice President
• Serve as the top administrative employee in the department or division

• Perform tactical and strategic administrative support for upper executive-level employees
• Maintain key records and compile data for reports
• Assist with administrative tasks associated with the budget process
• Schedule executive appointments and meetings
• Maintain calendars for upper executive-level employees
• Answer, screen, and route telephone calls for upper-level executives
• Prepare expense reports
• Prepare and edit executive presentations
• Make travel arrangements
• Mentor and lead general administrative staff of the department or division
• Coordinate administrative work within the department or division and with other departments, divisions, and companies
• Support a Vice President or Senior Vice President as needed
• Provide general administrative support including filing, records maintenance, report preparation, appointment scheduling, mail distribution, visitor greeting, new employee assistance, duplication, and related tasks

• Support the founder and family across personal administration, scheduling, household coordination, and business operations
• Make outbound calls to schedule appointments for the founder, family members, and household contacts
• Coordinate multiple calendars and keep schedules synchronized
• Set up medical, personal, and professional appointments and confirm logistics
• Proactively manage scheduling conflicts and communications
• Coordinate household staff, including nanny scheduling and communication
• Manage meal ordering, household supplies, vendors, and recurring household logistics
• Support family events, social dinners, community events, and gatherings
• Assist with baby and family-related administrative tasks
• Operate established systems, shared documentation, preference logs, and decision-making frameworks
• Maintain and improve documentation as preferences evolve
• Use Claude Cowork and other AI tools to streamline administrative workflows
• Support adoption and refinement of AI tools across personal and business operations
• Gradually take on business scheduling, communications, project coordination, and executive support
• Grow into a business partner or chief-of-staff-adjacent resource

Executive Assistant – Personal and Business

• Update and swap ad creatives, including text overlays and resizes, in Meta Ads Manager using Canva or CapCut
• Update ad copy across headlines, primary text, and descriptions for multiple client accounts based on instructions and test plans
• Maintain and edit funnels, workflows, automations, pipelines, and email/SMS sequences within GoHighLevel
• Organize and manage multiple client ad accounts and CRM environments using naming conventions, systems, and checklists
• Follow written SOPs and video walkthroughs accurately while maintaining speed and accuracy
• Proactively flag unclear instructions, potential issues, and account inconsistencies
• Support basic reporting by pulling performance screenshots and exporting data as needed
• Participate in a four-stage selection process involving recruiting, technical, cultural fit, and final C-level interviews

Marketing Virtual Assistant – GoHighLevel, Meta Ads Execution

• Join live calls to take dictation and detailed notes, including pricing, action items/next steps, and dates
• Read emails, text messages, and other correspondence aloud during travel times
• Take dictation and send replies to customers and the office
• Keep the owner organized by tracking to-dos and important follow-ups
• Update and maintain spreadsheets, logs, and other administrative files
• Provide light administrative support, including scheduling and reminders
• Organize business-growth ideas and identify the next steps needed to implement them
• Cold call pool service technicians and contractors and build relationships
• Offer referral bonuses for customers referred for remodels
• Maintain regular contact and follow up every month or two
• Track outreach on a shared spreadsheet
• Improvise while using the provided rough calling script

Virtual Assistant

• Assist with social media management and content scheduling
• Support email marketing and marketing campaigns
• Conduct online research and competitor research
• Assist with lead generation and prospecting
• Research potential clients and maintain lead lists
• Update CRM records and assist with follow-ups
• Manage emails, data entry, documents, spreadsheets, and reports
• Maintain accurate records and databases
• Provide general administrative and operational support
• Respond to customer inquiries through email, chat, or other platforms
• Resolve basic customer concerns and escalate issues when needed
• Maintain accurate customer information and records

• Provide day-to-day administrative and operational support
• Manage calendars, meetings, follow-ups, documentation, and other administrative activities
• Organize information, maintain accurate records, and ensure tasks are completed on time
• Manage multiple priorities and deadlines independently
• Proactively identify pending tasks and follow up without requiring constant supervision
• Support internal teams with research, coordination, and other operational needs
• Use AI tools daily to improve productivity and efficiency
• Leverage AI for research, content creation, data organization, analysis, and administrative tasks
• Identify opportunities to automate or streamline repetitive processes
• Research and test new AI tools to improve business operations
• Learn and adapt to new software, platforms, and digital tools
• Use technology creatively to solve problems and improve workflows
• Research companies, industries, prospects, and decision-makers
• Support B2B lead generation and prospecting
• Assist with email and LinkedIn outreach campaigns
• Maintain and organize prospect databases and CRM information
• Support lead qualification and follow-up
• Assist with scheduling meetings and coordinating communication with prospects
• Track sales activities and relevant KPIs
• Assist with marketing initiatives and digital campaigns
• Support content research, email campaigns, and marketing communications
• Conduct competitor and market research
• Organize and analyze marketing information
• Support lead generation and other commercial initiatives