The Executive Assistant will provide high-level administrative and operational support to executive leadership at Aristo Sourcing, a company operating in a regulated environment with a focus on insurance-related workflows. This fully remote role demands exceptional organization, technical proficiency, and the ability to manage confidential information with accuracy and discretion.
What You'll Do
- Provide high-level administrative support to executive leadership, including strategic calendar management, meeting coordination, digital file organization, and leveraging advanced technology tools (Microsoft 365, Teams, document management systems, and virtual meeting platforms) to enhance efficiency, accuracy, executive productivity, and the secure handling of sensitive and confidential information in a remote environment
- Manage and prioritize executive emails, correspondence, and requests with professionalism and attention to detail
- Coordinate virtual meetings, prepare agendas, capture accurate meeting notes, and track follow-up action items
- Prepare, review, edit, and format reports, presentations, proposals, and internal communications
- Assist with running insurance proposals and submitting applications for clients and insurance agents
- Support the insurance application process by following up with clients and agents on required items, documentation, and outstanding requirements
- Conduct and coordinate screening calls as needed and monitor cases to ensure applications progress toward approval and policy issuance
- Track case status, deadlines, and deliverables to ensure timely follow-through and completion
- Serve as a liaison between executive leadership, internal teams, insurance agents, clients, and external partners
- Maintain organized, compliant, and secure digital filing systems and client records
- Assist with project coordination, operational tasks, and special initiatives as assigned
- Anticipate executive and operational needs and proactively identify opportunities to improve workflows, processes, and efficiency
What We're Looking For
- Highly organized
- Detail-oriented
- Operations background
- Exceptional professionalism
- Strong technical proficiency
- Operational awareness
- Ability to manage highly sensitive and confidential information with accuracy and discretion
- Understanding of business operations
- Ability to support insurance-related workflows
- Ability to anticipate executive needs
- Ability to contribute to process efficiency in a regulated environment
Technical Stack
- Microsoft 365
- Teams
- Document management systems
- Virtual meeting platforms
Team & Environment
- Reporting to: Executive leadership
Work Mode
- Work type: fully remote
- Location flexibility: global
Aristo Sourcing is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees.
