[Hiring] Administrative and CRM Support Virtual Assistant @Rhino Squad

Role Description

Micah is an amazing financial professional, and he is looking for an amazing unicorn to take over administrative tasks, client follow-ups, and CRM organization so he can focus on serving clients and growing the business.

Qualifications

• Must be able to work 20 hours per week
• Must be able to work a consistent 4-hour block between 8am and 1pm Central Time (US)
• Must have strong English communication skills (written and verbal)
• Must be comfortable speaking English clearly with minimal accent for making phone calls
• Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must have experience using a CRM platform. Experience with GoHighLevel is helpful but not required
• Experience with Shopify is nice to have but not required
• Previous experience in insurance, finance, or another professional services firm is helpful but not required

Requirements

• CRM and Administrative Support
• Application and Case Tracking
• Lead and Relationship Follow-Up

Responsibilities/Tasks

Must-Have Experience (Responsibilities You Must Be Proficient In):

• Schedule appointments, send intake forms, and keep client and lead information organized
• Update GoHighLevel with intake forms, meeting notes, conversation history, voice-to-text recaps, and next steps
• Help set up GoHighLevel sub-accounts when new agents are onboarded
• Maintain accurate and complete records so Micah can easily see the status of each client, lead, or application
• Track active applications and outstanding requirements through GoHighLevel’s pipeline
• Follow up with carriers or case managers for status updates and missing documentation
• Prepare draft client updates based on the latest case information
• Alert Micah when a case requires his input, approval, or follow-up
• Follow up with inbound and outbound leads through phone, email, and SMS using approved templates and scripts
• Conduct warm follow-up calls with current clients and referral partners using approved messaging
• Record conversations, lead statuses, and next steps in GoHighLevel
• Escalate complex questions or situations requiring Micah's attention

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

• Help maintain referral records, coordinate partner follow-ups, and arrange thank-you cards or gifts when appropriate
• Check in with current clients, assist with annual review reminders, and prepare draft responses to general questions
• Monitor voicemail requests and organize them using Micah’s intake process
• Retrieve policy information or documents from carrier portals and direct requests to the appropriate contact
• Assist with light social media content creation + marketing mailers
• Research relevant speaking engagements, networking events, and business groups as needed
• Contact organizers and help coordinate approved speaking or networking opportunities
• Assist with basic Shopify store management, including updating products, pages, navigation menus, and apps
• Coordinate with Micah on more advanced store changes or app configurations as needed

Benefits

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal