CEO Executive AssistantInsurance Executive Assistant Job Description: A Complete Framework
Writing an effective job description for an insurance CEO’s executive assistant is itself a strategic task. A poorly written job description attracts unsuitable candidates, creates misaligned expectations, and leads to hires that underperform. A well-written one attracts qualified candidates with realistic expectations, enables rigorous evaluation, and sets the foundation for a productive working relationship.
This resource provides a complete, field-tested job description framework for insurance CEO executive assistant roles, covering every key component.
Position Overview
Position Title: Executive Assistant to the Chief Executive Officer
Department: Executive Office
Reports To: Chief Executive Officer
Location: [On-site / Hybrid / Remote, as applicable]
Employment Type: [Full-time / Part-time / Contract]
The Executive Assistant to the CEO provides comprehensive administrative, operational, and strategic coordination support to the Chief Executive Officer of [Company Name], a [describe the company: e.g., regional property-casualty insurer, specialty surplus lines carrier, independent insurance holding company]. The EA manages complex calendar and communications requirements, coordinates board and committee governance logistics, maintains the regulatory compliance calendar, supports key broker and distribution partner relationships, and ensures that the CEO can operate at full effectiveness in all strategic and leadership functions.
Core Responsibilities
Executive Calendar and Schedule Management
Manage the CEO’s calendar across all business dimensions including internal meetings, board and committee sessions, regulatory compliance deadlines, industry conference attendance, broker and distribution partner meetings, and reinsurance negotiations. Apply strategic judgment about scheduling priorities that align with the CEO’s highest-value activities. Maintain a forward-looking regulatory compliance calendar across [number] state jurisdictions, alerting the CEO and compliance department to approaching deadlines with adequate preparation lead time. Coordinate travel logistics including transportation, accommodations, conference registration, and meeting scheduling for all executive travel.
Communication Management
Serve as the first point of contact for executive-level communications from regulators, board members, brokers, reinsurance partners, and senior staff. Triage inbound correspondence by urgency and importance, preparing draft responses for routine matters and flagging items requiring direct CEO attention or legal routing. Manage outbound correspondence with professionalism and accuracy, reflecting the CEO’s voice and organizational standards. Track correspondence to ensure timely follow-up on commitments and action items.
Board and Committee Governance Support
Coordinate all aspects of board and committee meeting logistics including agenda preparation, material compilation and distribution, meeting logistics, minutes coordination, and action item tracking. Maintain governance documentation to the standards required for regulatory examination review. Support the corporate secretary function as needed. Manage the board governance calendar across all board committees and subsidiary boards where applicable.
Regulatory Compliance Coordination
Maintain the multi-jurisdictional compliance calendar for the organization’s insurance regulatory obligations. Coordinate with the compliance and legal departments on filing preparation and submission. Manage logistics of state insurance department examination visits including document production coordination, examiner meeting scheduling, and CEO briefing preparation. Route regulatory correspondence to appropriate parties and track open regulatory matters to resolution.
Broker and Distribution Partner Support
Support the CEO’s management of key broker and distribution partner relationships by maintaining relationship context files, scheduling and preparing for broker meetings, tracking follow-up commitments from distribution partner interactions, and managing logistics for industry conference attendance. Coordinate the CEO’s participation in broker advisory councils and industry association activities.
Strategic Initiative Support
Coordinate logistics of major strategic initiatives including cross-functional meeting scheduling, executive briefing preparation, milestone tracking, and action item management. Support the CEO’s engagement in M&A processes, new market entry projects, technology transformation initiatives, and other strategic programs requiring sustained executive attention.
Confidential Information Management
Handle all information accessed through the executive office with strict confidentiality and in compliance with applicable privacy and data protection requirements. Maintain information security protocols established by the organization. Exercise consistent judgment in protecting sensitive regulatory, actuarial, financial, and strategic information.
Required Qualifications
Experience
Minimum five years of executive assistant or senior administrative professional experience, with at least two years supporting C-suite executives. Prior experience in the insurance industry strongly preferred. Candidates with experience in regulated financial services may be considered with demonstrated ability to develop insurance-specific knowledge.
Industry Knowledge
Working knowledge of the insurance regulatory framework including state regulation, NAIC standards, and compliance calendar requirements. Familiarity with the operational vocabulary of the relevant lines of business. Understanding of insurance distribution channels and the significance of broker relationships.
Education
Bachelor’s degree preferred. Equivalent professional experience and demonstrated competency considered. Insurance industry designations (e.g., CPCU coursework, IIA certifications) are an advantage.
Technical Skills
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or equivalent platforms. Experience with project management tools. Comfort with document management systems and compliance tracking tools. Demonstrated ability to learn new technology systems quickly.
Communication Skills
Exceptional written and verbal communication skills. Demonstrated ability to produce professional correspondence at the executive level. Experience managing stakeholder communication with regulators, board members, legal counsel, and senior business partners.
Preferred Qualifications
Prior experience supporting a CEO at an insurance carrier, agency, or MGA. Familiarity with the NAIC Annual Statement filing process. Experience managing board and committee governance documentation. Track record of managing compliance calendars in multi-state insurance operations.
Compensation and Benefits
Base salary range: [market-competitive range based on geography and organization size]. Comprehensive benefits package including health insurance, 401(k) with employer match, paid time off, and professional development support. [Additional compensation elements as applicable.]
Assessment Criteria for This Role
Insurance CEOs using this job description to evaluate candidates should prioritize the following in the assessment process: demonstrated insurance industry knowledge, examples of compliance calendar management in previous roles, evidence of discretion and confidentiality in handling sensitive information, and the quality of written communication samples.
See our EA skills needed for.
About the Role: What Success Looks Like
In the first 90 days, a successful EA in this role will have developed working knowledge of the company’s regulatory footprint, built the compliance calendar infrastructure, established smooth management of the CEO’s calendar and communications, and demonstrated the discretion and judgment needed to operate effectively in the executive office.
Within the first year, a high-performing EA will have built the institutional knowledge, relationship capital, and process infrastructure that makes the CEO’s leadership function noticeably more effective. The EA will be trusted with increasing levels of authority and will operate as a genuine strategic support partner rather than a reactive task-processor.
See our how to onboard EA.
Conclusion
A well-constructed insurance executive assistant job description is the foundation of a successful hire. By specifying the insurance-specific requirements clearly, articulating the full scope of the role, and setting expectations for what success looks like, this job description framework attracts the right candidates, enables rigorous evaluation, and sets the stage for an EA relationship that delivers lasting value to the CEO and the organization.
For research on effective hiring and job design for executive support roles, see Forbes’ insights on executive team building and hiring.
Related Reading
For further context, explore Insurance Executive Assistant Monthly Cost: Complete Pricing Breakdown and Insurance Executive Assistant Service Comparison: Which Is Right for Your Business?.