Virtual Assistant

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