Commercial & Personal Virtual Assistant

Company Description Rothstein Insurance Services, Inc. is an insurance agency focused on helping clients identify and manage exposures to financial loss while balancing coverage and cost. The team provides tailored insurance solutions, obtaining coverage options from carriers that serve each client’s industry. While specializing in the construction sector, the company also supports a broad range of personal and commercial lines, including Excess Property, Professional Liability, Bonds, Builders Risk, Riggers Liability, Inland Marine, and Contractors Equipment. Rothstein Insurance Services, Inc. is committed to long-term client relationships, delivering high-quality service and taking pride in contributing to client success. This dedication creates a work environment centered on reliability, expertise, and client-focused results.

Role Description The Commercial & Personal Virtual Assistant will provide comprehensive administrative and support services to assist the team in managing both commercial and personal insurance accounts. This full-time, on-site role is based in Ventura, CA and involves organizing client information, preparing documentation, and maintaining accurate records for policy quotes, renewals, and changes. Day-to-day tasks include managing calendars, scheduling appointments, coordinating calls and meetings, and supporting internal workflows for producers and account managers. The role also includes handling incoming communications, responding to basic client inquiries, directing messages to appropriate team members, and performing clerical duties such as data entry, filing, and document preparation. The assistant will collaborate closely with the team to ensure efficient operations and a consistent, professional client experience.

Qualifications

• Candidates should possess strong Personal Assistance skills, including organizing tasks, supporting day-to-day needs, and managing priorities.
• Candidates should possess Executive Administrative Assistance capabilities, such as supporting leadership, handling confidential information, and coordinating internal workflows.
• Candidates should possess effective Communication skills, including clear written and verbal communication and professional client interaction.
• Candidates should possess solid Diary Management skills, including scheduling appointments, coordinating meetings, and maintaining accurate calendars.
• Candidates should possess reliable Clerical Skills, including data entry, filing, document creation, and record management.
• Additional beneficial qualifications include familiarity with insurance or professional services environments, proficiency with office software (e.g., Microsoft Office or similar tools), strong attention to detail, and the ability to work collaboratively in an on-site team setting.
• A high school diploma or equivalent is required; additional education or relevant certifications in administration or office management are a plus.