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:

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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

Originally posted on Himalayas