Executive Assistant & Insurance Operations Coordinator

Location:

Pennsauken / Westville, New Jersey

Experience

Required:

3–5 years in the insurance industry

Crespo Insurance Agency, LLC is seeking a highly organized, proactive, and detail-oriented Executive Assistant to work directly with the Agency Owner and support the daily operations and continued growth of our insurance agency.

The ideal candidate will have 3–5 years of insurance industry experience, excellent computer and spreadsheet skills, strong written communication abilities, and experience managing emails, CRM systems, and employee performance reports.

We are looking for someone who can anticipate needs, manage multiple priorities, maintain confidentiality, and ensure that important tasks are completed on time. This is an important position for someone who understands the insurance business and can help keep the Agency Owner and team organized, productive, and accountable.

This is not an entry-level administrative position. Insurance industry experience is required.

• Paid Time Off (PTO)
• Hands on Training
• Retirement Plan

Executive & Administrative Support

Manage the Agency Owner's emails, correspondence, calendar, appointments, and daily priorities.

Review incoming emails, identify urgent matters, and prepare or send responses as appropriate.

Follow up with insurance carriers, employees, vendors, and business partners.

Maintain organized electronic records and confidential business documents.

Reporting & Spreadsheet Management

Create and maintain Excel and Google Sheets reports.

Prepare daily, weekly, and monthly insurance production reports.

Track new business, renewals, premiums, commissions, and employee performance.

Monitor progress toward agency production goals and identify discrepancies.

Prepare reports that help management evaluate productivity and business growth.

Meetings & Employee Accountability

Prepare agendas and materials for daily morning meetings.

Record meeting minutes and distribute them to employees.

Track assignments, deadlines, and outstanding action items.

Follow up with team members to ensure commitments are completed.

Help monitor employee productivity and compliance with internal procedures.

Insurance Agency Operations

Understand personal and commercial insurance workflows, including quoting, binding, endorsements, renewals, and policy servicing.

Communicate with insurance carriers and assist with operational follow-ups.

Monitor CRM activity, lead follow-ups, pending quotes, and sales opportunities.

Help maintain accurate records in the agency management system.

Identify workflow improvements and assist with implementing efficient procedures.

Business Growth & Operation

Work closely with the Agency Owner to support business development and agency expansion.

Track production goals and employee performance metrics.

Assist with marketing initiatives, recruiting, onboarding, and training.

Help coordinate operations across the agency’s Pennsauken and Westville locations.

Qualifications

3–5 years of experience in the insurance industry.

Previous experience in an independent insurance agency is strongly preferred.

Strong knowledge of personal and commercial insurance operations.

Experience with email management, reporting, and administrative coordination.

Experience with CRM software and agency management systems.

Strong organizational, communication, and problem-solving skills.

Ability to manage multiple priorities and meet deadlines without constant supervision.

Professional judgment and discretion when handling confidential information

Reliable, detail-oriented, and comfortable working in a fast-paced environment.

Preferred Qualifications

Active Property & Casualty insurance license.

Experience with Hawk Soft, Agency Zoom, or similar insurance software.

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