Administrative Assistant, Life Insurance Assistant

Location:  Hybrid, McLean, VA office. 

About Vanbridge, an EPIC Insurance Brokers company. 

Vanbridge bridges the gap between insurance and capital markets, enabling our clients to manage risk, enhance strategies, and strengthen long-term financial performance. We go beyond the perceived limits of insurance to maximize its potential. As part of EPIC Insurance Brokers & Consultants, with revenues approaching $2 billion, we're proud to be consistently recognized as a "best place to work" with exceptional team retention, competitive compensation, and unmatched camaraderie.

Our interdisciplinary team of insurance, capital markets, legal, and tax professionals provides concierge-level consulting on estate, business, and financial planning strategies. We serve RIAs, CPA and law firms, family offices, private equity firms, corporations, and high-net-worth individuals who count on us for world-class solutions.

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the Director of Executive Benefits. This is a dynamic role at the intersection of high-touch client service and sophisticated planning. You'll serve as the operational backbone of a fast-paced practice, ensuring seamless coordination across client engagements, advisor relationships, and internal teams.

The ideal candidate thrives under pressure, anticipates needs before they arise, and brings both polish and practicality to everything they do. You'll gain exposure to advanced insurance concepts, estate planning strategies, and executive benefits, making this an exceptional growth opportunity for someone building a career in financial services.Key Responsibilities

• Provide comprehensive administrative support including calendar management, travel coordination, and meeting preparation
• Prepare and maintain reports, presentations, and documentation with exceptional attention to detail
• Handle confidential information with the utmost integrity and discretion
• Monitor deadlines and ensure timely completion of tasks and projects
• Manage CRM data entry, auditing, and task tracking with accuracy and consistency

• Coordinate client communications, scheduling, and follow-ups to ensure seamless service delivery
• Prepare materials for client meetings including paperwork, presentations, and supporting documentation
• Serve as a "concierge" liaison between advisors, internal teams, and external partners
• Assist with case design support, sharing concepts and strategies, and scheduling virtual meetings
• Support point-of-sale activities and post-sale relationship nurturing

• Review client data including assets, liabilities, insurance policies, estate documents, and tax returns
• Create net worth statements and input retirement planning data into planning software
• Summarize key components of life insurance, annuity, disability, and long-term care policies
• Support illustration and case design processes using industry software
• Conduct research and synthesize data to support strategic recommendations

• 5+ years of experience as an Executive Assistant, Personal Assistant, or similar administrative role
• Bachelor's degree in business, finance, or related field preferred (or equivalent experience)
• Strong proficiency in Microsoft Office Suite, Excel (formulas, pivot tables, reporting)
• Exceptional organizational skills with demonstrated ability to manage multiple priorities under tight deadlines
• Outstanding written and verbal communication skills
• High level of discretion, confidentiality, and professional judgment
• Self-driven with a sense of urgency, adaptability, and a results-oriented mindset
• Team-first mentality with a collaborative, supportive approach

• Experience in financial services, insurance, or executive benefits industry
• Familiarity with CRM systems (Salesforce preferred) and document management tools
• Working knowledge of financial planning software a plus
• Some understanding of life insurance products, planning concepts, or executive benefits (preferred)
• Life, Health, or FINRA Series 6/63 licenses a plus (or willingness to obtain)
• Experience with virtual meeting platforms (Zoom, MS Teams)