Executive Assistant & Agency Coordinator

The Shields Agency

Executive Assistant & Agency Coordinator

Remote Full-Time

About The Shields Agency

The Shields Agency is a growing Texas-based health insurance agency built on relationships, responsiveness, and doing right by our clients. We work with individuals, families, and businesses to navigate health insurance with clarity and confidence.

The Role

We are looking for a highly organized, proactive Executive Assistant & Agency Coordinator who keeps our leadership team unblocked and our agency running smoothly behind the scenes.

When this role is working well, the CEO is not spending her time on scheduling logistics. Inbound calls and emails are routed to the right person without delay. Follow-ups happen without anyone having to ask twice. And the team experiences less friction because someone is actively creating organizational calm in a fast-moving environment.

This is not a task-list role. The right person does not wait to be told what needs attention. They notice it, handle it, and move on.

 

What You’ll Do

• Own the CEO’s calendar — scheduling, prioritization, and staying ahead of what’s coming
• Route inbound calls and emails to the right team member quickly and professionally
• Coordinate meetings, appointments, and follow-ups across leadership and the broader team
• Manage Calendly, shared inboxes, and scheduling logistics for appropriate team members
• Keep internal systems, documents, and administrative records organized and current
• Support onboarding logistics, forms management, and internal administrative projects
• Help the agency operate proactively rather than reactively

What We’re Looking For

• Highly organized and detail-oriented — you catch things before they become problems
• Proactive and self-directed — you don’t need a task list every morning
• Strong written and verbal communicator — professional, clear, and responsive
• Calm under pressure and adaptable when priorities shift
• Comfortable managing multiple competing priorities without dropping details
• Experienced in executive support, coordination, or administrative operations
• Comfortable with CRM platforms, scheduling tools, and remote work technology

Position Details

• Full-time, remote position
• Monday–Friday, standard business hours (Central Time preferred)
• Compensation based on experience
• Collaborative team with a strong culture of accountability and low tolerance for drama
• Real opportunity to grow with a scaling agency

If keeping things organized, communication flowing, and leadership focused on high-value work is where you do your best — we want to hear from you.

theshieldsagency.com