Executive Assistant

Executive Assistant

Position Overview

We are seeking a proactive, organized, and detail-oriented Executive Assistant to support client onboarding, customer communication, sales administration, and daily operations for a US-based insurance agency.

Key Responsibilities

Manage new-client onboarding, including welcome communications and policy documentation.

Follow up with clients on missing documents and outstanding requirements.

Handle inbound calls and emails professionally, escalating complex issues when necessary.

Maintain accurate client records, update CRM systems, and track follow-ups.

Conduct quarterly client check-ins and request customer reviews.

Support sales administration, including recording closed sales.

Manage the owner's calendar, appointments, and scheduling.

Identify opportunities to improve administrative workflows and processes.

Requirements

Excellent spoken and written English, with confidence communicating with US-based clients.

Strong organizational, multitasking, and communication skills.

Proficiency with Microsoft Office, CRM platforms, and digital tools.

Accurate data entry and document management skills.

Proactive, detail-oriented, adaptable, and able to work independently.

Professionalism and discretion when handling confidential information.

Willingness to learn new systems and processes.

Preferred Qualifications

Experience in administrative support, customer service, sales support, or client relationship management.

Previous CRM experience.

Insurance industry knowledge is a plus but not required; training will be provided.

Additional Information

Background check required.

Expected start date: Mid-November to December 2026.

Compensation and benefits: To be confirmed.

Working Hours: Monday through Friday, from 2:00 PM to 6:00 PM (BRT).

Work Arrangement: Hybrid, with our office located in downtown Curitiba, near Sesc Centro.