Bilingual Insurance Executive Assistant

Hiring: Full-Time Bilingual Insurance Executive Assistant - Remote

🚀 About the Client 🚀

• 🏢 16 years of trusted service as an independent commercial insurance agency built on long-term client relationships.

• 🌎 Proudly serving the Spanish-speaking community with culturally and linguistically matched insurance guidance.

• 🛠️ Protecting small businesses– restaurants, mini markets, landscapers, roofers, and other contractors and trades.

• 🤝 100% referral-driven growth– no ads, no website, just word-of-mouth from clients who trust the agency.

• 📋 Full commercial coverage– general liability, workers' compensation, disability, and building-permit certificate support.

🌟 About WeAssist 💡

• 🌍 Led by a Founder Who Cares– Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.

• ⚡ Fast & Purposeful Recruiting– We move quickly but prioritize long-term fit, stability, and growth over just filling roles.

• 🌎 Connecting Global Talent– With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.

• ❤️ Giving Back Matters– From building schools to feeding the homeless, we believe true success means making a difference.

• 🤝 An Inclusive & Thriving Culture– Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.

Additional Information:

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📢 Why Are They Hiring a Bilingual Insurance Executive Assistant? 🏢

Our client is hiring a Bilingual Insurance Executive Assistant to be the agency owner's right hand in the business. As the agency continues to grow, the client needs a reliable, independent professional who can take full ownership of commercial insurance operations, from client intake and quoting to binding, payments, certificates and renewals, while serving clients warmly in both Spanish and English. This role will free the owner to focus on building client relationships and growing the agency.

If you're a warm, organized and process-driven bilingual insurance professional who enjoys helping small business owners stay protected, and you take pride in keeping every policy, payment and inbox in order, this role could be a great fit for you. ✨

✅ Qualifications:

Must-Haves:

• 🗣️ Bilingual Fluency (Spanish & English)– Fluent spoken and written Spanish and English to serve Spanish-speaking small business owners and contractors.

• 📋 Commercial Insurance Experience– Ideally 2–5 years as an Insurance CSR, Administrative Assistant, or VA in US commercial insurance, with working knowledge of coverage limits, certificates, quoting, and renewals.

• 📞 Warm Phone Demeanor– Friendly, patient, and personable on the phone—especially when calling clients about upcoming or overdue payments.

• ✍️ Strong Written Communication– Clear, professional English email communication and the ability to manage a high-volume inbox.

• ⚡ Fast, Process-Oriented Learner– Picks up workflows quickly through visual, step-by-step demonstrations and executes repetitive tasks consistently and accurately.

• 💎 Uncompromising Integrity– Honest, transparent, and quick to raise a hand when a mistake happens so it can be fixed together.

Nice-to-Haves:

• 🖨️ Printer & Scanner (Highly Preferred)– Useful for printing carrier supplemental forms, scanning signed waivers and agreements, and re-uploading them to carrier portals.

• 💻 AMS & Carrier Portal Experience– Familiarity with an agency management system and US carrier/wholesaler quoting portals.

• 🤖 Comfort with AI Tools– Openness to using AI tools to work smarter and faster.

Your responsibilities include:

📝 Client Intake & Application Quoting

• Receive scanned client intake forms via email and verify that all details are complete

• Create and update client records in the agency management system

• Enter application details into commercial carrier and wholesaler quoting portals to generate premium quotes

• Call clients on complex or high-risk applications to gather missing operational details for underwriting

• Process carrier supplemental questionnaires—collect answers from clients, complete forms digitally or by hand, and upload them back to portals

• Monitor quoting progress and notify the agency owner as soon as a quote is finalized so she can present it to the client

📑 Policy Binding, Financing & Invoicing

• Complete the binding workflow with carriers once the client has signed and approved payment

• Prepare finance agreements and track check deposits and clearance before disbursing payments to the finance company

• Issue digital invoices and send payment links via email or text through the agency's new finance platform

• Support the transition of existing policyholders from the legacy finance system to the new digital platform

📞 Pending Cancellations & Payment Reminder Calls

• Start each morning by pulling pending cancellation reports from carrier and finance portals

• Make friendly outbound reminder calls to clients with payments due (typically 2–3 per day)

• Help clients make payments by phone or guide them through digital payment links to prevent policy lapses

📜 Certificates of Insurance & Workers' Comp Waivers

• Issue Certificates of Liability Insurance for homeowners, general contractors, and commercial clients

• Prepare 3-part building permit certificate packages (General Liability, Workers' Compensation, and Disability)

• Add Additional Insured endorsements as required by project specifications or municipal codes

• Generate Workers' Comp waivers through state or carrier portals and send them to clients for signature

🔄 Policy Renewals & Carrier Shopping

• Track upcoming renewals 6 weeks before expiration, alert the agency owner, and re-engage clients

• Re-quote expiring policies from a discontinued wholesaler and shop them across alternative carriers to secure replacement coverage

📧 Inbox Management & Bilingual Call Handling

• Own the agency's primary shared Gmail inbox—filter, categorize, and clear it daily

• Respond to routine client inquiries directly and escalate owner-level items

• Handle forwarded office and mobile calls with warm customer service in English and Spanish

• Route appointment and meeting requests to the front-desk assistant who manages the owner's calendar

• Keep in daily contact with the agency owner via phone, text, or video call

🏡 Want to Know More About the Client?

Our client is an independent commercial insurance agency that has served its community for 16 years. Specializing in the Spanish-speaking small business market, the agency provides general liability, workers' compensation, and disability coverage to restaurants, mini markets, landscapers, roofers, and other contractors—giving owners accessible, culturally matched insurance guidance in their own language.

What sets them apart? Every new client comes through word-of-mouth. With no website and no advertising, the agency has grown entirely on trust, personal service, and long-standing relationships. Now, for the first time, the agency is welcoming a remote team member—making this a unique opportunity to become a trusted right hand in a close-knit, relationship-driven business. ✨

Culture and Core Values:

This is a small, tight-knit team where you'll work in close daily partnership with the agency owner—no complex corporate hierarchy, just real collaboration and real impact.

• 💎 Integrity & Honesty– Absolute truthfulness, always. No excuses, no cover-ups.

• 💬 Direct Communication– Straightforward problem-solving and owning mistakes right away.

• ❤️ Customer Service Warmth– Personable, helpful service that makes every client feel cared for—never robotic.

• 📚 Mistakes Are Teaching Moments– When something goes wrong, you'll sit down together to understand and fix it—calmly and constructively.

• 🌿 Laid-Back but Committed– An approachab