Commercial & Personal Virtual Assistant

Company Description Rothstein Insurance Services, Inc. is a specialized insurance agency focused on helping clients identify and review exposures to financial loss and recommending cost-conscious coverage solutions. The company has deep expertise in the construction industry and also provides personal and commercial lines such as excess property, professional liability, bonds, builders risk, riggers liability, inland marine, and contractors equipment. Rothstein Insurance Services is committed to long-term client relationships, consistently demonstrating strong industry knowledge and reliable service. The team takes pride in contributing to client success and is driven by a dedication to delivering insurance solutions that clients genuinely value.

Role Description The Commercial & Personal Virtual Assistant is a full-time, off-site role based in Ventura, CA. This role supports agency leadership and account managers with a mix of commercial and personal insurance tasks, including managing calendars, scheduling meetings, and organizing daily workflows. Responsibilities include handling inbound calls and emails, preparing and updating documents and reports, maintaining client files and records, and assisting with applications, renewals, and follow-up communications. The Virtual Assistant will coordinate appointments, manage reminders, and support office operations with clerical tasks such as data entry, filing, and document preparation. This position requires a detail-oriented individual who can prioritize tasks, maintain confidentiality, and provide professional, responsive support to both internal team members and clients.

Qualifications

• Strong Personal Assistance skills, including managing tasks, organizing priorities, and supporting day-to-day needs of team members.
• Executive Administrative Assistance experience, such as managing calendars, preparing documents, coordinating meetings, and supporting leadership with administrative duties.
• Excellent Communication skills, both written and verbal, with the ability to interact professionally with clients, carriers, and colleagues.
• Diary Management capabilities, including scheduling, reminders, and follow-up tracking for client and internal activities.
• Solid Clerical Skills, including data entry, record keeping, document formatting, and basic office software proficiency (e.g., Microsoft Office, email platforms).
• High attention to detail, accuracy, and organizational ability in a fast-paced environment.
• Customer service mindset and ability to handle sensitive information with discretion.
• Prior experience in insurance, professional services, or a similar office environment is beneficial.
• High school diploma or equivalent required; additional education or relevant certifications are a plus.