Executive Assistant

Please read BEFORE applying!

The Executive Assistant (EA) at The Agent Insurance Services (TAIS) is the Time Architect for our Founder/Owner (Visionary). Your mission is to free the Visionary to spend time on strategy, relationships, and growth by protecting the calendar, orchestrating communications, driving follow‑through, and building repeatable systems.

Responsibilities:

Calendar & Time Protection:

• Design, defend, and optimize a strategic weekly calendar aligned to the Visionary’s highest‑value activities.
• Proactively schedule, reschedule, and batch work; build buffers and prep blocks.
  

• Own email and message triage; draft responses and keep the Visionary’s inbox near zero.
• Prepare meeting briefs, organize talking points, and ensure pre‑reads and materials are ready.

• Capture decisions/action items; assign owners and due dates; track to done.
• Maintain simple dashboards and status updates; escalate blockers early.

• Turn ad‑hoc tasks into SOPs and checklists; record quick how‑to videos.
• Create repeatable rhythms for recurring work (daily/weekly/monthly cadences).

• Leverage HubSpot and Office 365/SharePoint/Teams for CRM, tasks, files, and notes.
• Build lightweight reports for meetings and decision‑making.

• Schedule, set agendas, take decisive notes, and distribute outcomes.
• Coordinate offsites, trainings, client/partner meetings, and logistics.

• Plan door‑to‑door itineraries (flights, lodging, ground), hold confirmations, and prepare packets.

• Liaise with internal team, candidates, vendors, and partners; book interviews; collect docs.
• Keep vendor directories, renewals, and contacts organized.

• Handle sensitive information with absolute discretion.
• Act as a thoughtful gatekeeper and extender of the Visionary’s priorities.

Requirements:

• Experience: 2–5+ years supporting an executive or senior leader (small‑business or agency experience a plus).
• Tech‑forward: Confident in HubSpot (or similar CRM), Microsoft 365 (Outlook, Teams, SharePoint, Excel), and modern productivity tools.
• Project skills: Excellent task tracking, prioritization, and deadline management.
• Communication: Clear writer and concise speaker; professional on video.
• Judgment: Strong discretion, follow‑through, and bias for action.
• Insurance familiarity preferred (terminology, workflows); curiosity to learn quickly is required.
• Background & reference checks required.

Note: This role is not responsible for claims/endorsements/service ticket processing; however, awareness of agency operations is helpful to coordinate people and information.

About Us
Founded in 1999 in the Youngstown area, TAIS is a growth‑minded, EOS‑run independent insurance agency with beautiful offices in Boardman and Salem. We serve clients across Property & Casualty, Life, Medicare, and Commercial lines. As an independent agency, we match clients with the right products by partnering with multiple carriers to deliver the right coverage at the best value. Our culture blends accountability, proactive service, and team success — and we like to have fun while we win.

Compensation

• Salary: $40,000 +/- 15K (DOE) with benefits.**

• Upside: Bonus opportunities tied to results, agency production, and profitability.

• Growth: Learn directly from the Founder/Owner and help scale an EOS organization.

Flexibility
Our clients deserve predictable access to our team. Our standard hours are 9–5, Monday–Friday. We support each other with reliable coverage during business hours and we also respect commitments outside of work. Occasional early/late blocks may be needed to protect focus time or accommodate priority meetings/travel.

Why you would want this job:

• You love helping leaders do their best work.

• You enjoy variety and solving new puzzles daily.

• You thrive on checklists, order, and momentum.

• You’re energized by systems, calendars, and making chaos feel simple.

• You like being the calm, proactive organizer who keeps everything moving.

If you’re happiest just “being present” from 9–5 and waiting for tasks, this is not your role. We’re looking for someone who takes ownership, builds systems, and enjoys the satisfaction of doing hard things well.

Skills Needed to Thrive in this Position

Your Personality

• Outgoing, confident, and service‑oriented.
• Positive, professional, and resilient.
• Ethical and honest — always.
• Coachable: you take feedback without defensiveness and improve fast.
• A natural problem solver with a good sense of humor.

Your Work Ethic
We pay for results, not just presence. You’ll take pride in teamwork, momentum, and making the organization more effective every week. We don’t micromanage; we set standards, measure outcomes, and support you in how you achieve them. Use of personal phones during work should be minimal — focus is your superpower.

Your Life
Life happens. We respect that. But if your personal situation is currently chaotic, this role may be tough; it demands consistent reliability, discretion, and proactive energy.

The “We Can’t Have This” List

• Dishonesty – This goes to the heart of who we are.  We won’t stand for this.  Without integrity, we will not succeed.
• Laziness
• Bad Attitude
• Drama
• Disrespect – Applies to clients especially, but won’t be tolerated with coworkers or others in general
• Refusal to follow instructions
• Whining and complaining – Before you come to address a problem, try to come up with a solution to propose.

The “We Gotta Have This” List

• Integrity – Even when nobody is looking
• Teamwork
• Professionalism
• Desire to achieve and grow
• Positive Attitude

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2. Include a one‑page resume and a quick 60–90 second video introducing yourself (link is fine).