Administrative Assistant: Financial Services Firm is Hiring

A specialized financial services firm focused on annuities and life insurance is offering an excellent remote job opportunity for a detail-oriented Administrative Assistant. This part-time position (25-30 hours per week) allows you to provide exceptional client services and administrative support from anywhere, working primarily morning hours with flexible scheduling while helping clients secure their retirement assets through safe, steady-income solutions and risk-free investments.

In this role, you’ll work closely with the Founder, a virtual assistant, and an appointment setting company to ensure smooth operations and outstanding client experiences. You’ll assist clients with policy servicing requests, guide them through applications, coordinate with approximately 50 insurance carriers, and maintain accurate records using Wealthbox CRM. This position is entirely focused on client services and administrative support—no receptionist duties or office management work—allowing you to concentrate on delivering value directly to clients seeking financial security in retirement.

The ideal candidate combines proven administrative or client service experience with excellent communication skills, strong attention to detail, and proficiency in digital tools including Wealthbox CRM, Adobe Acrobat, Microsoft Office Suite, DocuSign, and Calendly. You’ll earn $25-$30 per hour based on experience and qualifications while working 100% remotely in a supportive, purpose-driven environment that values excellence, communication, and trust. Join a team dedicated to helping clients achieve financial security through personalized annuity and life insurance solutions.

Key Responsibilities

• Assist clients with policy servicing requests including beneficiary changes, policy updates, address changes, and status checks
• Guide clients through completing applications and policy forms accurately, ensuring all required information is captured correctly
• Contact insurance carriers (approximately 50 different companies) to track application status, manage active policies, and gather information
• Provide clear, timely updates to clients about their policy status, application progress, and service requests
• Support annual client reviews by preparing documentation, gathering policy information, and creating follow-up materials
• Maintain and update comprehensive client records in Wealthbox CRM with accurate policy details and communication history
• Utilize Adobe Acrobat, Microsoft Excel, DocuSign, Dropbox, and Calendly to manage workflows, documents, and schedules efficiently
• Prepare client meeting materials ensuring the Founder has necessary documentation and background information for appointments
• Ensure timely follow-up after client appointments, sending requested materials and addressing outstanding questions
• Monitor application processing, underwriting requirements, and policy issuance in coordination with InsurMark
• Track application progress through underwriting, responding to carrier requests for additional information promptly
• Collaborate with the virtual assistant on new lead intake processes and special administrative projects
• Partner with InsurMark for application processing support, training resources, and client service coordination
• Work alongside the appointment setting service to ensure proper scheduling, confirmations, and client communication
• Support the Founder with occasional administrative tasks or project-based work as business needs arise
• Maintain organized digital filing systems ensuring easy access to policy documents and client information
• Process client correspondence professionally and promptly via email, phone, and other communication channels

Requirements

Professional Experience

• Proven experience in administrative or client service roles with demonstrated track record of quality work
• Financial services or insurance industry experience strongly preferred and highly valued
• Experience working with annuities, life insurance products, or retirement planning is a significant plus
• Background in client-facing roles requiring professionalism, empathy, and problem-solving

Technical Skills

• Proficiency with Wealthbox CRM or similar customer relationship management systems for financial services
• Advanced skills with Adobe Acrobat for creating, editing, and managing PDF documents
• Strong Microsoft Office Suite proficiency, particularly Excel for tracking and organizing information
• Experience with DocuSign or similar e-signature platforms for document execution
• Comfortable using Calendly or similar scheduling tools for appointment coordination
• Familiarity with Dropbox or other cloud storage solutions for document management
• Tech-savvy with ability to quickly learn new digital tools and remote work platforms
• Comfortable working with multiple software systems simultaneously in remote environment

Communication Skills

• Excellent written communication skills for clear, professional client correspondence via email
• Strong verbal communication abilities for phone conversations with clients and insurance carriers
• Professional and client-focused demeanor in all interactions, representing the firm’s values
• Ability to explain insurance concepts and processes clearly to clients with varying levels of understanding
• Active listening skills to understand client needs, concerns, and questions accurately
• Empathy and patience when working with clients making important financial decisions

Core Competencies

• Strong attention to detail for accuracy in policy forms, beneficiary information, and client records
• Excellent organizational abilities to manage multiple clients, policies, and carriers simultaneously
• Ability to prioritize effectively when handling various client requests and administrative tasks
• Self-motivated and self-driven with ability to work independently without direct supervision
• Proactive approach to identifying potential issues and resolving them before they escalate
• Reliable and dependable with consistent work quality and meeting commitments
• Comfortable working in home office setting with minimal distractions
• Discretion and confidentiality when handling sensitive client financial information

Industry Knowledge (Preferred)

• Understanding of annuity products including fixed and fixed indexed annuities
• Familiarity with life insurance products and policy structures
• Knowledge of insurance application and underwriting processes
• Understanding of beneficiary designations and policy servicing procedures
• Awareness of retirement planning concepts and strategies

Benefits & Perks

This position offers competitive compensation and a flexible work arrangement designed to support work-life balance:

• Competitive Hourly Rate – $25-$30 per hour based on experience and qualifications
• Part-Time Schedule – Work approximately 25-30 hours per week providing excellent work-life balance
• Morning Hours – Primarily morning schedule with flexibility to accommodate personal needs
• Flexible Scheduling – Flexible schedule available to work around personal commitments and preferences
• 100% Remote Work – Work entirely from home without commute, office expenses, or geographic restrictions
• No Receptionist Duties – Focus entirely on client services and meaningful administrative work, not answering phones generally
• Purpose-Driven Work – Help clients achieve financial security and peace of mind in retirement
• Supportive Environment – Work with a team that values excellence, clear communication, and mutual trust
• Direct Collaboration – Work closely with the Founder providing opportunity to understand business strategy and contribute ideas
• Professional Development – Gain deeper knowledge of annuities, life insurance, and retirement planning strategies
• Streamlined Team Structure – Collaborate with virtual assistant and appointment setters for efficient operations
• Modern Tools – Work with current technology platforms that make remote work seamless and efficient
• Meaningful Impact – Directly contribute to clients’ financial wellbeing and retirement security
• Growing Industry – Be part of the expanding retirement planning and annuity sector as baby boomers retire

About the Company

This financial services firm specializes in helping clients secure their retirement assets through carefully selected annuity and life insurance products. With a focus on safe, steady-income solutions and risk-free investments, the company serves clients who prioritize preservation of capital and predictable retirement income over high-risk investment strategies. The firm works with approximately 50 different insurance carriers, allowing them to compare products and select the most suitable options for each client’s unique circumstances, risk tolerance, and retirement goals.

The company’s approach centers on education, transparency, and personalized service. They recognize that annuities and life insurance can be complex products, so they invest time in helping clients understand how these financial tools work, what benefits they provide, and how they fit into overall retirement planning. The firm is built around a small, dedicated team including the Founder, a virtual assistant, professional appointment setters, and now seeking an Administrative Assistant to enhance client service delivery. This streamlined structure ensures efficient operations while maintaining the personalized attention that clients value. By partnering with InsurMark for application processing and compliance support, the firm maintains high standards while focusing on what matters most—helping clients achieve financial security and peace of mind in their retirement years.

The Administrative Assistant Role in Today’s Remote Work Market

Administrative assistant positions in financial services have adapted remarkably well to remote work, particularly in specialized niches like insurance and annuities where client service can be delivered effectively through phone, email, and digital document management. The insurance industry has embraced remote administrative roles as technology platforms like CRM systems, e-signature tools, and carrier portals enable seamless coordination between advisors, clients, and insurance companies without physical presence requirements. Administrative assistants who combine strong organizational skills with financial services or insurance knowledge are highly valued, especially those comfortable working independently while maintaining high accuracy standards in handling sensitive client information and policy documentation.

Part-time Administrative Assistants in financial services and insurance typically earn between $20-$35 per hour depending on experience, specialization, and geographic market, with this position’s range of $25-$30 per hour positioning competitively for specialized insurance work. The part-time nature (25-30 hours weekly) provides excellent work-life balance while still offering meaningful income, making it attractive for professionals seeking flexibility alongside stable employment. The annuity and retirement planning sector continues growing as baby boomers retire and seek guaranteed income solutions, creating sustained demand for administrative professionals who understand insurance products and can deliver exceptional client service. Career growth opportunities exist for administrative assistants who develop deep expertise in insurance operations, with potential paths to licensed positions, operations management, or client relationship management roles as they gain industry knowledge.

Insider Tips for Applicants

Demonstrate Your Insurance or Financial Services Background

While the job posting states insurance experience is “preferred” rather than strictly required, having this background would significantly strengthen your candidacy given the specialized nature of annuities and life insurance. If you have experience in insurance—whether as an administrative assistant, customer service representative, or licensed agent—make this the centerpiece of your application. Discuss specific aspects of insurance work you’ve handled: processing applications, working with carriers, understanding underwriting requirements, or helping clients with policy servicing. If you’ve worked with annuities specifically, emphasize this rare expertise. Even if your insurance experience is limited, highlight any financial services background (banking, investment firms, financial planning) that demonstrates understanding of client needs around money and retirement. Show that you understand insurance isn’t just paperwork but about helping people protect their families and secure their retirement—this client-focused mindset is what the firm values.

Showcase Your Remote Work Excellence and Tech Proficiency

Since this is a fully remote position with no office presence, your application must demonstrate you’re set up for successful remote work and comfortable with the technology stack. Specifically address your experience with Wealthbox CRM or similar financial services CRM systems—if you haven’t used Wealthbox specifically, mention comparable systems (Salesforce, Redtail, Wealthbox alternatives) and emphasize your quick learning ability. Discuss your proficiency with the entire toolset: Adobe Acrobat for document management, Excel for tracking, DocuSign for e-signatures, Calendly for scheduling, and Dropbox for file sharing. Describe your home office setup (dedicated workspace, reliable internet, professional environment for client calls) and your approach to staying organized and productive without direct supervision. Provide examples of times you’ve successfully managed multiple priorities remotely, maintained accuracy under pressure, or proactively solved problems without immediate manager guidance. The firm needs confidence that you’ll excel independently.

Emphasize Client Service Excellence and Communication Skills

This role is explicitly focused on client services rather than general administrative work, so your application should highlight your client-facing experience and communication abilities. Provide specific examples of situations where you’ve delivered exceptional client service—perhaps you explained complex information clearly, resolved a challenging situation with patience and professionalism, or received specific client praise for your responsiveness. Since you’ll be contacting insurance carriers regularly, discuss any experience you have navigating corporate phone systems, working with external companies, or gathering information from various sources. Talk about your communication style on the phone versus email and how you adapt based on client preferences and situations. The firm serves clients making important retirement decisions, so demonstrate empathy, patience, and ability to build trust even through remote interactions. Show that you understand the importance of timely follow-up, clear status updates, and making clients feel supported throughout the often-lengthy insurance application process.

Frequently Asked Questions

Do I need to be licensed to sell insurance for this position?

No, this position does not require an insurance license. This is a purely administrative and client service role—you won’t be selling insurance products, providing financial advice, or discussing product recommendations with clients. The Founder handles all sales and advisory functions as the licensed professional. Your role focuses on administrative support like processing paperwork, tracking applications with carriers, updating client records, scheduling, and providing status updates. You’ll be helping implement decisions the Founder has already made with clients rather than making recommendations yourself. However, understanding insurance products and processes would definitely be beneficial for providing better service and anticipating needs, even though you won’t need licensing. If you’re interested in eventually becoming licensed, working in this role would provide excellent exposure to the annuity and life insurance business while you study for licensing exams.

What does working with 50 different insurance carriers actually involve?

Working with approximately 50 insurance carriers means you’ll be contacting various insurance companies to track application status, request information, submit required documentation, and follow up on underwriting requirements. Each carrier has different processes, online portals, phone systems, and requirements, so part of your role involves learning these nuances and knowing which carrier to contact for which client. Typically, you’ll be calling carrier service centers or using their agent portals to check on application progress—for example, finding out if underwriting needs additional medical records, when a policy will be issued, or what the current cash value of an existing policy is. You won’t need to memorize all 50 carriers’ processes immediately; you’ll learn the most commonly used ones first and reference guides for others. The Founder likely has existing relationships and resources to help you navigate carrier systems. This variety actually keeps the work interesting and gives you broad industry knowledge rather than deep expertise in just one company’s products.

Can I work more than 30 hours per week if I want additional income?

The job posting specifies approximately 25-30 hours per week, which suggests this is the expected range for the position based on current workload and business needs. While you should clarify this during the interview process, part-time positions typically have defined hour limits to maintain work-life balance for both employer and employee. If you’re seeking full-time work, this might not be the right fit currently. However, as the business grows, there could be opportunities to expand hours or transition to full-time. Additionally, the morning focus means your afternoons could be available for other work if you need to supplement income, though you should be transparent about any outside work commitments. The flexible schedule aspect suggests the Founder is reasonable about working around your needs within the 25-30 hour framework. During interviews, you could ask about potential for hour increases over time or if there are busy seasons requiring additional availability, but frame this as genuine interest in contributing more rather than dissatisfaction with the stated hours.