Executive Assistant / Personal Assistant at Assist World

, , South Africa -

Full Time

Start Date

Immediate

Expiry Date

20 Jan, 26

Salary

700.0

Posted On

22 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Inbox Management, Calendar Coordination, Client Communication, Microsoft Outlook, Microsoft Teams, Microsoft 365, Organizational Skills, Discretion, Written Communication, Verbal Communication, Time Management, Problem Solving, Attention to Detail, Process Improvement, SOP Creation, Project Coordination

Industry

Staffing and Recruiting

Description

About the Role Rush Insurance is a Massachusetts-based brokerage specializing in commercial P&C (B2B). We’re seeking a proactive Executive Assistant / Personal Assistant to protect the executive’s time by owning inbox and calendar management, coordinating client-facing logistics, and handling select personal admin (appointments, reservations, follow-ups). You’ll bring order to a high-volume email environment, streamline scheduling, and step in with sound judgment and polish when communicating with clients and internal stakeholders. What You’ll Own ● Inbox Management (Primary) ○ Triage ~high-volume Outlook inbox; set up rules/folders, surface priorities, archive, and maintain “inbox zero” habits. ○ Draft/reply using provided guidance; escalate items requiring executive input; log and track follow-ups. ● Calendar & Meeting Coordination ○ Own end-to-end scheduling across time zones; manage meeting invites, reschedules, and reminders in Outlook/Teams. ○ Prepare agendas, pull context, and consolidate notes & action items. ● Client Comms & Admin ○ Coordinate client touchpoints (email/phone), confirm details, and ensure timely responses; maintain a courteous, professional tone. ○ File and organize documents within Microsoft 365; keep shared resources tidy and current. ● Personal Admin (PA) ○ Book and manage personal appointments (e.g., vet/doctor), reservations, and reminders; handle light household/vendor coordination as needed. ● Process & Tools ○ Recommend improvements to email and calendar workflows; create simple SOPs/checklists to keep things humming. ○ Leverage productivity tools (e.g., transcription/meeting assistants like Fathom, task trackers) to save time \n What Success Looks Like (90 Days) Inbox consistently under control with clear priorities and tracked follow-ups. Calendar friction removed; meetings scheduled correctly the first time. Executive time reclaimed; personal “to-dos” reliably handled without reminders. Clients experience timely, professional coordination. Must-Have Qualifications 3+ years as an Executive Assistant and/or Personal Assistant supporting a U.S. executive. Expert with Microsoft Outlook (advanced inbox rules, categories, search) and Microsoft Teams/Office 365. Outstanding written and verbal English; confident on the phone when needed. High discretion with sensitive information (exposure to regulated data environments—e.g., HIPAA-adjacent—preferred). Organized, anticipatory, and calm under shifting priorities; able to work independently. Nice-to-Haves Experience in insurance/brokerage or other professional services environments. Familiarity with call/meeting assistants (e.g., Fathom) and basic VoIP tools. Experience creating simple SOPs or light project coordination. \n $500 - $700 a month Location: Remote (U.S. Eastern Time support) Type: Part-Time to start (20 hrs/week), with option to scale to Full-Time (40 hrs/week) \n Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM

Responsibilities

The Executive Assistant / Personal Assistant will manage the executive's inbox and calendar, coordinate client logistics, and handle select personal administrative tasks. The role requires proactive communication and organization to ensure the executive's time is protected and efficiently utilized.