Administrative Assistant
Location: Fully Remote | Full-Time - CENTRAL TIME ZONE
Reports To: CEO & Chief of Staff
Role Type: Administrative Support & Client/Policy Service
This is remote, but the person must be in the Central Standard Time zone.
About the Role
We are seeking a highly organized, proactive, and detail-driven Administrative Assistant to support our CEO and serve as the central operational hub for the CEO’s communication, scheduling, and client workflow. This role is ideal for someone who thrives in a fast-moving environment, loves solving problems, and takes pride in being part of a growing organization
As the firm continues to evolve, responsibilities may shift — flexibility, ownership, and a “figure-it-out” mindset are essential.
Key Responsibilities
Inbox & Communication Management
You will serve as the quarterback of the CEO’s email — everything flows through you.
- Manage and maintain the CEO’s calendar.
- Handle all emails that do not require the CEO’s direct involvement.
- Delegate tasks arising from email threads and communicate proactively with clients.
- Pin emails requiring the CEO’s attention and ensure timely follow-through.
- Maintain an organized, efficient inbox that supports fast decision-making.
Policy Service & Paperwork
- Process all client requests through Docusign or the client service portal.
- Escalate complex service issues to the Chief of Staff when needed.
- Collaborate with the team and avoid tackling issues beyond your scope alone. These instances will be a part of your training.
Task & Workflow Management
- Manage a large, dynamic to-do list with strong prioritization skills.
- Prioritize tasks based on the CEO’s weekly flow, client expectations, and your current workload.
- Maintain consistent follow-through and operational discipline.
CRM Management
- Keep client records accurate and up to date.
- Upload and maintain all client documents within their profiles.
- Ensure CRM data reflects real-time interactions and supports efficient client service.
Optional / Preferred Skills
- Marketing Experience: Social media management, marketing campaigns, website upkeep, ad funnels.
- Life Insurance License: Strongly preferred for expanded responsibilities.
Meeting Preparation & Plan Design (If Life-Licensed)
- Ensure clients receive and return Fact Finders at least one week before meetings.
- Attach complete Fact Finders and relevant documents to calendar events.
- (could grow into) Assist with plan builds and meeting preparation if licensed.
What Success Looks Like
- You reduce friction in the CEO’s day-to-day operations.
- You remove tasks from the CEO’s plate — never add to it.
- You communicate proactively and consistently.
- You integrate with the team and contribute positively to the firm’s culture.
- You prioritize, delegate, and execute tasks efficiently
Core Mindset
- Over-communication is the default. Even without a reply, proactive updates ensure the CEO never has to wonder what’s happening.
- Ownership and taking initiative are essential — you anticipate needs before they arise.
- Team-first attitude with a willingness to learn, adapt, and grow.
