Summary:
The Executive Assistant & Office Manager provides comprehensive administrative and operational support to agency leadership and the sales team at BrightCover Insurance. During this exciting growth phase, this role ensures agents can focus on serving customers while the business runs efficiently behind the scenes. The position combines high-level executive support with hands-on office management and insurance operations coordination, including carrier appointment processing.
Essential Job Duties and Responsibilities:
Executive Operations & Strategic Support
Serve as a trusted partner to the agency and senior leadership, exercising initiative and independent judgment in managing priorities, schedules, and daily operational activities.
Manage and oversee complex executive calendars, independently prioritizing competing demands, scheduling internal and external meetings, and directing associated logistics to ensure alignment with business objectives.
Manage executive travel arrangements by independently planning flights, accommodations, ground transportation, and itineraries, resolving conflicts and optimizing travel plans in alignment with business priorities.
Manage and facilitate meetings by establishing agendas, determining appropriate participants, capturing key decisions, and driving follow-up actions aligned with strategic priorities.
Develop, review, and finalize executive-level correspondence, memos, and reports, ensuring accuracy, clarity, and alignment with organizational priorities.
Exercise a high degree of discretion and independent judgment in managing and safeguarding confidential and sensitive information.
Insurance Operations & Carrier Appointments
Oversee and manage carrier appointment processes across all applicable lines of business, ensuring alignment with regulatory requirements and organizational objectives.
Evaluate and monitor appointment statuses, renewal timelines, and licensing requirements, proactively identifying risks, gaps, and prioritizing corrective actions.
Serve as a primary liaison with insurance carriers and appointment platforms, independently resolving issues, addressing escalations, and ensuring continuity of operations.
Maintain and govern accurate records of agent licensing, appointments, and continuing education, ensuring integrity of data and compliance readiness.
Interpret state licensing and carrier appointment requirements, providing guidance to leadership and agents on implications and required actions.
Facilitate and oversee regulatory filings (e.g., NIPR submissions, surplus lines registrations), exercising judgment to ensure completeness, accuracy, and compliance with applicable standards.
Office Management
Lead and manage day-to-day office operations by independently identifying priorities, resolving operational issues, and implementing improvements to ensure an efficient and professional work environment aligned with organizational objectives.
Manage office operations related to supplies, facilities, and service providers, ensuring effective support of business needs and continuity of operations.
Direct onboarding operations for new team members by coordinating system access, workspace readiness, and orientation logistics to ensure timely and effective onboarding.
Serve as the central point of coordination for building management, IT, and service providers, managing requests, resolving issues, and prioritizing needs to ensure continuity of operations.
Oversee shared filing systems, databases, and internal documentation, ensuring accuracy, organization, and accessibility to support business operations.
Team & Project Support
Provide operational support to agents and staff by assessing changing business needs, prioritizing demands, and adapting responsibilities to support organizational growth and effectiveness.
Drive execution of special projects, research initiatives, and ad hoc assignments, ensuring alignment with leadership priorities and organizational objectives.
Independently plan and execute agency events, team gatherings, and client appreciation activities, ensuring a high-quality, well-coordinated experience.
Drive the development and documentation of internal processes and procedures, identifying opportunities to improve efficiency and consistency while following initiatives through to resolution.
Other Job Duties and Responsibilities:
Performs other related duties as assigned.
Comply with all company policies and procedures.
Maintain regular and punctual attendance.
Supervisory Responsibilities:
Qualifications:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Skills & Competencies:
Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
Strong written and verbal communication skills; able to draft professional correspondence independently.
High degree of professionalism, discretion, and sound judgment.
Detail-oriented with a proactive, problem-solving mindset.
Comfortable navigating insurance carrier portals, licensing systems (e.g., NIPR, Vertafore), and agency management platforms.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology.
Ability to work independently and take initiative in a fast-paced, entrepreneurial environment.
Adaptable and willing to take on evolving responsibilities as the company grows.
Education and/or Experience:
High School Diploma required; Associate's or Bachelor's degree preferred.
Minimum 3-5 years of experience in an administrative, executive assistant, or office management role.
Prior experience in an insurance agency or related financial services environment strongly preferred.
Familiarity with insurance carrier appointment processes and state licensing requirements is a significant plus.
Certificates, Licenses, Registrations:
Work Complexity:
Problems and issues faced are general, and may require understanding of broader set of issues but typically are not complex. May require familiarity with the financial/mortgage (or job-specific) industry. Problems require understanding of other job areas. Problems are typically solved through drawing from prior experiences, with analysis of the issue.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed in a typical interior office work environment which does not subject the employee to any hazardous or unpleasant elements. The noise level in the work environment is usually moderate.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.
Equal Employment Opportunity:
The company is committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, color, sex, marital status, sexual orientation, gender identity or expression, pregnancy, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws.
Americans with Disabilities Act:
Applicants as well as employees who are or become disabled must be able to satisfactorily perform the essential job functions of the position either with or without reasonable accommodation. Applicants as well as employees are encouraged to meet with Human Resources as the organization shall review reasonable accommodations on a case-by-case basis in accordance with applicable law.
Job Responsibilities:
The statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job and should not be considered as an all-inclusive list of all the work requirements of the position. The company may change the specific job duties with or without prior notice based on the needs of the organization.