Executive Assistant

About the role

The client, a Phoenix‑based insurance brokerage and its sister company, are seeking a sharp, organized, and proactive Executive Assistant to support the CEO across both organizations. This high‑trust position sits at the center of a busy founder‑led business, managing communications, coordinating schedules, and keeping operations moving efficiently.

Key responsibilities

• Own and manage the CEO’s calendar across both companies, including client meetings, carrier calls, team check‑ins, industry events, and personal commitments.
• Proactively identify and resolve scheduling conflicts, ensuring time is protected for top priorities.
• Schedule meetings with commercial and personal lines clients, underwriters, brokers, and strategic partners, providing context and preparation materials.
• Coordinate across time zones and handle travel logistics as needed.
• Monitor and manage the CEO’s inbox, triaging messages, drafting responses, and organizing communications.
• Draft and send professional correspondence on behalf of the executive to clients, carriers, brokers, partners, and internal team members.
• Maintain a clean, organized inbox with labeling, follow‑up tracking, and archiving.
• Serve as the first point of contact for clients and stakeholders, coordinating touchpoints, follow‑ups, and briefing notes.
• Assist with renewal conversations, policy review scheduling, and client appreciation outreach.

Required profile

• Highly organized and proactive with a strong attention to detail.
• Excellent written and verbal communication skills, delivering professionalism and warmth.
• Ability to manage multiple priorities in a fast‑paced, founder‑led environment.
• Discretion and professionalism when handling confidential information.
• Experience in insurance, financial services, or professional services is a plus, but a fast learner will thrive.

Required skills