Executive Assistant & Office Manager

BrightCover • Conshohocken, PA

8d • Onsite

About The Position

The Executive Assistant & Office Manager provides comprehensive administrative and operational support to agency leadership and the sales team at BrightCover Insurance. During this exciting growth phase, this role ensures agents can focus on serving customers while the business runs efficiently behind the scenes. The position combines high-level executive support with hands-on office management and insurance operations coordination, including carrier appointment processing.

Requirements

• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills; able to draft professional correspondence independently.
• High degree of professionalism, discretion, and sound judgment.
• Detail-oriented with a proactive, problem-solving mindset.
• Comfortable navigating insurance carrier portals, licensing systems (e.g., NIPR, Vertafore), and agency management platforms.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and general office technology.
• Ability to work independently and take initiative in a fast-paced, entrepreneurial environment.
• Adaptable and willing to take on evolving responsibilities as the company grows.
• High School Diploma required.
• Minimum 3-5 years of experience in an administrative, executive assistant, or office management role.

Nice To Haves

• Associate's or Bachelor's degree preferred.
• Prior experience in an insurance agency or related financial services environment strongly preferred.
• Familiarity with insurance carrier appointment processes and state licensing requirements is a significant plus.

Responsibilities

• Serve as a trusted partner to the agency and senior leadership, exercising initiative and independent judgment in managing priorities, schedules, and daily operational activities.
• Manage and oversee complex executive calendars, independently prioritizing competing demands, scheduling internal and external meetings, and directing associated logistics to ensure alignment with business objectives.
• Manage executive travel arrangements by independently planning flights, accommodations, ground transportation, and itineraries, resolving conflicts and optimizing travel plans in alignment with business priorities.
• Manage and facilitate meetings by establishing agendas, determining appropriate participants, capturing key decisions, and driving follow-up actions aligned with strategic priorities.
• Develop, review, and finalize executive-level correspondence, memos, and reports, ensuring accuracy, clarity, and alignment with organizational priorities.
• Exercise a high degree of discretion and independent judgment in managing and safeguarding confidential and sensitive information.
• Oversee and manage carrier appointment processes across all applicable lines of business, ensuring alignment with regulatory requirements and organizational objectives.
• Evaluate and monitor appointment statuses, renewal timelines, and licensing requirements, proactively identifying risks, gaps, and prioritizing corrective actions.
• Serve as a primary liaison with insurance carriers and appointment platforms, independently resolving issues, addressing escalations, and ensuring continuity of operations.
• Maintain and govern accurate records of agent licensing, appointments, and continuing education, ensuring integrity of data and compliance readiness.
• Interpret state licensing and carrier appointment requirements, providing guidance to leadership and agents on implications and required actions.
• Facilitate and oversee regulatory filings (e.g., NIPR submissions, surplus lines registrations), exercising judgment to ensure completeness, accuracy, and compliance with applicable standards.
• Lead and manage day-to-day office operations by independently identifying priorities, resolving operational issues, and implementing improvements to ensure an efficient and professional work environment aligned with organizational objectives.
• Manage office operations related to supplies, facilities, and service providers, ensuring effective support of business needs and continuity of operations.
• Direct onboarding operations for new team members by coordinating system access, workspace readiness, and orientation logistics to ensure timely and effective onboarding.
• Serve as the central point of coordination for building management, IT, and service providers, managing requests, resolving issues, and prioritizing needs to ensure continuity of operations.
• Oversee shared filing systems, databases, and internal documentation, ensuring accuracy, organization, and accessibility to support business operations.
• Provide operational support to agents and staff by assessing changing business needs, prioritizing demands, and adapting responsibilities to support organizational growth and effectiveness.
• Drive execution of special projects, research initiatives, and ad hoc assignments, ensuring alignment with leadership priorities and organizational objectives.
• Independently plan and execute agency events, team gatherings, and client appreciation activities, ensuring a high-quality, well-coordinated experience.
• Drive the development and documentation of internal processes and procedures, identifying opportunities to improve efficiency and consistency while following initiatives through to resolution.
• Performs other related duties as assigned.
• Comply with all company policies and procedures.
• Maintain regular and punctual attendance.

Benefits

• Equal employment opportunities to all employees and applicants without regard to race, ethnicity, color, sex, marital status, sexual orientation, gender identity or expression, pregnancy, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED