Provide remote administrative and client support for a life insurance and group benefits brokerage: manage CRM records and workflows, track applications, prepare and submit insurance documents, maintain compliance-ready documentation, schedule meetings and email correspondence, assist onboarding, liaise with insurers, and support optional marketing or research tasks.
This is a remote position.
About the Role:
We are seeking a highly organized and tech-savvy Virtual Assistant to support a busy life insurance and group benefits brokerage. This role involves handling administrative tasks, client communication, CRM management, and assisting with compliance-related responsibilities. The ideal candidate has strong attention to detail, excellent communication skills, and experience using CRM systems in a regulated environment such as insurance or financial services.
Requirements
Key Responsibilities:
CRM & Workflow Management
- Maintain and update CRM records (e.g., client details, policy information, task tracking)
- Track application statuses and set automated follow-up reminders
- Generate summaries and reports using CRM data
- Ensure all client notes and communications are documented accurately for compliance purposes
Client & Administrative Support
- Schedule meetings and manage email correspondence
- Prepare and send client documents, applications, and follow-up communications
- Assist with onboarding clients (sending forms, gathering identification, and other documentation)
- Follow up with clients on outstanding information or requirements
Insurance Case Support
- Assist with preparing and submitting life insurance and group benefits applications
- Communicate with insurance providers regarding application requirements or missing information
- Maintain and organize client files and documents for easy retrieval and audit readiness
Compliance Assistance
- Ensure all documentation is properly collected, completed, and securely stored in accordance with industry regulations
- Help track compliance deadlines (e.g., annual reviews, disclosures)
- Assist in preparing documentation for audits or internal reviews
- Stay up to date on changes to documentation or compliance protocols as directed
Optional Tasks (Depending on Skills & Experience)
- Support newsletter drafting, social media scheduling, or email marketing
- Conduct basic market research or prepare quote comparisons
- Assist with special projects and business development initiatives
Qualifications:
- Experience using CRM systems (e.g., Wealthbox, HubSpot, Salesforce, Zoho, etc.) is required
- Previous experience in life insurance, group benefits, or a financial services environment is strongly preferred
- Working knowledge of compliance requirements in insurance or similar regulated industries
- Excellent written and verbal communication skills
- Strong attention to detail, organization, and ability to manage multiple priorities
- Proficiency with Microsoft Office, Google Workspace, and eSignature tools
Preferred:
- Familiarity with Canadian insurance regulations and client confidentiality requirements
- Experience managing compliance-related documentation
- Availability during Canadian business hours or partial overlap
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