Business Assistant | Health Insurance Operations

Job Description

ROLE OVERVIEW

We are seeking a reliable and detail-oriented  Business Assistant to support daily operations for a US-based health insurance business. This role is critical to ensuring seamless communication, accurate data management, and efficient scheduling. The ideal candidate will act as the first point of contact for all inbound calls, protect the owner’s time through effective calendar management, and maintain CRM records with a high level of accuracy.

The primary goal of this role is to ensure  zero missed calls ,  organized scheduling , and  error-free CRM data , contributing directly to client satisfaction and operational efficiency.

KEY RESPONSIBILITIES

• Live Call Management (Top Priority):
• Answer all inbound calls live during business hours, adhering to a strict zero-voicemail policy.

• Lead Qualification & Call Screening:
• Identify caller intent, filter out spam or solicitors, and guide legitimate clients to the appropriate next step.

• CRM Management:
• Accurately log every call, update client records, and maintain clean, organized CRM data.

• Calendar & Appointment Scheduling:
• Manage the owner’s Outlook calendar, schedule appointments, send reminders, and help reduce no-shows.

• Workflow & Process Improvement:
• Assist in evaluating and implementing scheduling and automation tools such as Calendly to improve efficiency.

• Reporting & Data Tracking:
• Pull and organize data from spreadsheets to provide weekly updates on lead volume, call activity, and business performance.

• Email Management:
• Monitor the Outlook inbox and ensure all client inquiries are acknowledged and responded to within two hours.

TOOLS & TECHNICAL SKILLS

• Microsoft Outlook: Advanced use of email rules, folders, calendar invites, and reminders.
• Microsoft Excel: Intermediate skills including sorting, filtering, and basic data analysis.
• CRM Software: Experience with Search and Save or similar platforms such as Salesforce or HubSpot.
• Scheduling Tools: Hands-on experience with Calendly or comparable scheduling automation tools.

Requirements

Qualifications:

• Customer Service Experience (3+ years):
• Proven experience handling high-volume inbound calls in a BPO or Virtual Assistant setting. Must demonstrate professionalism, strong call control, and a neutral English accent.

• Microsoft Office Expertise (3+ years):
• Advanced proficiency in Microsoft Outlook and Microsoft Word is required, including email organization, calendar management, and document handling.

• Data Entry & CRM Experience (2+ years):
• Strong attention to detail with a track record of accurate data entry using spreadsheets and CRM platforms.

• Executive / Business Support (2+ years):
• Experience managing an executive or business owner’s calendar, prioritizing appointments, and acting as a gatekeeper for time-sensitive matters.

• US Client Exposure (1+ year preferred):
• Familiarity with US business etiquette and basic understanding of the US healthcare or insurance industry is a strong advantage.

Benefits

Why Join Us?

Healthy, supportive, and conducive work environment (Great Place to Work Certified for three consecutive years!)

Work with an innovative company delivering cutting-edge solutions across multiple industries

Lead a team in a fast-paced, high-growth environment

Competitive salary with opportunities for career advancement

Collaborative, forward-thinking work culture

21 leave credits plus all client-based holidays

HMO coverage with dependent benefits

Exposure to world-class leadership from both local and international supervisors