Virtual Executive Assistant

Company Overview

The company is a life insurance brokerage with private wealth and facilitation divisions. The firm brokers life insurance solutions for the world's largest insurance carriers, working exclusively with high-net-worth clients (minimum $5 million net worth) across Africa, the Middle East, and Europe. Policy sizes typically start around $1 million in coverage and can reach $250-300 million. Transaction volume is low, but every deal is high-stakes — the firm's standard is to go above and beyond on every single touchpoint.

Role Overview

This company is looking for an Executive Assistant who can bring luxury, white-glove service to every client interaction. This person will work directly with the founder to keep each transaction moving smoothly through a defined process flow, manage his calendar and inbox with urgency and precision, and represent the brand at the exclusive level its clients expect. The ideal candidate is a proactive self-starter who can pick up a task, run with it, and have it done and reported back — without needing to be micromanaged.

Key Responsibilities

• Manage the founder's calendar and inbox daily, prioritizing and actioning items with urgency so he wakes up to a cleared queue.
• Own each step of the client transaction process flow once handed off, working independently through to completion.
• Maintain and update client and deal records in the CRM (currently HubSpot), and prepare regular status reports.
• Handle written and remote oral communication with high-net-worth clients at a polished, luxury-level standard.
• Work in spreadsheets and Word documents to prepare client-facing materials and internal tracking.
• Flag issues or make judgment calls independently where appropriate, escalating only when it truly requires the founder's input.
• Support ad hoc requests tied to time-sensitive, high-value transactions.

Skills & Tools

• Strong written and remote oral communication skills — comfortable representing the brand with high-net-worth, international clientele.
• Proficiency with spreadsheets (Excel/Google Sheets) and Word/Google Docs.
• CRM experience required; HubSpot experience preferred but not mandatory as long as the candidate can work efficiently in a similar system.
• Strong calendar and inbox management skills.
• High attention to detail — this is a top priority for the client.
• Demonstrated ability to work independently, exercise judgment, and follow a defined process without constant oversight.
• Comfortable setting up and using a dedicated business phone line (e.g. Google Voice, Zoom Phone, RingCentral, or OpenPhone) for international calls.

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