Executive Assistant | Agency of a Major Insurance Company

An agency of a major insurance company located in San Diego, California is seeking an Executive Assistant.

With a commitment to professionalism and excellence, we foster a dynamic work culture where innovation and
collaboration thrive. Join to make a difference in our clients’ lives and build a rewarding career in an industry
that truly values its people. Choose us, and be part of something extraordinary!

<Job Overview>
・Executive Support
・Manage calendar, scheduling, and appointment coordination
・Keep organized notes from meetings and follow up on action items
・Remind leadership of deadlines, priorities, and critical tasks
・Assist in prioritizing daily and weekly objectives
・Read and sort emails; respond, assign, or flag as needed
・Assist with special projects and problem-solving as they arise

＜Responsibilities＞
Office Operations & Administration
・Manage office supply inventory and vendor ordering
・Coordinate and track payment of office bills and recurring expenses
・Assist with invoicing and tracking receivables
・Maintain organized documentation and digital filing systems
・Help implement and monitor internal procedures and workflows

HR & Team Accountability
・Assist with hiring process (job postings, interview coordination, onboarding checklists)
・Coordinate new hire orientation and training schedules
・Track licensing, training progress, and compliance requirements
・Help monitor bonus structures, promotions, and performance benchmarks
・Assist leadership in maintaining staff accountability systems
・Help bridge communication gaps between leadership and team members
・Document rule changes, procedures, and ensure staff follow updates

Communication & Process Management
・Ensure internal communication is clear and consistent
・Help enforce systems (pipelines, task management, documentation standards)
・Monitor follow-up on assigned tasks and projects
・Assist in weekly meeting preparation and reporting
・Create summaries and reports when needed

＜Requirements＞
・Strong organizational and time-management skills
・Ability to handle confidential information professionally
・Excellent written and verbal communication skills
・Detail-oriented with strong follow-through
・Comfortable managing multiple priorities
・Tech-savvy (Microsoft Office, Google Workspace, CRM systems)
・Experience in HR coordination or office management preferred
・Insurance or financial services experience is a plus but not required

【Keywords】
① Executive Assistant
② HR coordination or office management
③Admin , Secretarial