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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