Administrative Assistant – Sales Support

Job Description Job Title: Administrative Assistant – Sales Support Location: Remote Reports To: Sales Leadership / Operations Team Status: Full-time, 40 hours/week Schedule & Availability: The preferred schedule for this role is approximately 5:00 AM–2:00 PM Eastern Time. This gives the Administrative Assistant – Sales Support 2–3 hours of focused work before our client team begins the day, while still providing strong overlap with Eastern Time business hours through early afternoon. The role should also support timely wrap-up and follow-through by the end of the workday. Final schedule to be confirmed during the role review. Position Overview Our Client is seeking a detail-oriented, tech-savvy, and highly organized Administrative Assistant – Sales Support to support its producers, sales leadership, and operations team. This role will help prepare sales materials, organize prospect information, support quoting and RFP workflows, assist with data gathering, follow up with carriers, and help ensure the sales team has the information and materials needed to move opportunities forward efficiently. This person will support approximately 8 salespeople across 5 sales teams, helping manage administrative follow-up, backlog, data organization, quoting preparation, and internal workflow coordination. The role is not primarily client-facing, though limited communication may occur via email when needed. The ideal candidate is proactive, highly detailed, process-driven, comfortable working with technology and AI-enabled tools, and able to handle sensitive benefits-related information with discretion and professionalism. This role is especially important as our client continues building stronger workflows, systems, internal support, and AI-enabled processes around its sales and prospecting efforts. This person will play a key role in supporting producers as SBS continues to improve its sales operations, quoting processes, RFP workflows, data organization, carrier follow-up, and use of technology to create more consistent and efficient support for new prospects and existing client opportunities. Key Responsibilities Sales and Producer Support ● Assist producers and sales leadership with administrative and operational tasks related to new prospects, renewals, quoting, carrier follow-up, and RFP processes. ● Support approximately 8 salespeople across 5 sales teams. ● Help follow up with carriers and keep pending items, requests, and backlog moving forward. ● Prepare, organize, and update documents, spreadsheets, presentations, proposal materials, and internal sales support resources. ● Help gather and structure information needed for prospect meetings, client reviews, quoting processes, and follow-up activities. ● Support the team in keeping sales opportunities, tasks, documentation, and carrier communications organized. ● Help reduce administrative burden for producers so they can focus more effectively on sales activity, client relationships, and business development. ● Support evolving sales processes as SBS continues strengthening its internal workflows and producer support model. Quoting, RFP, and Workflow Support ● Assist with the preparation of quoting and RFP-related materials using our client internal processes, systems, and AI-supported tools. ● Support quoting workflows through tools such as Perfect Quote and other SBS-approved systems. ● Input, organize, and review data needed for quoting, benchmarking, analytics, and proposal preparation. ● Help maintain consistency and accuracy across sales documents, proposal materials, and workflow outputs. ● Work closely with operations and sales leaders to follow established processes and improve efficiency. ● Learn and support specialized quoting and RFP software or tools used by SBS. ● Assist in implementing and maintaining workflow processes that help the team manage new prospects, opportunities, carrier follow-ups, and backlog more efficiently. Data, Analytics, and Document Preparation ● Compile, clean, organize, and present information in a clear and usable format for the sales team. ● Assist with data analytics support, reporting preparation, side-by-side comparisons, benchmarking information, and other sales enablement materials. ● Help transform raw information into organized outputs that producers and leaders can use in client or prospect conversations. ● Support the preparation of materials related to claims analytics, benefits comparisons, benchmarking, and proposal development. ● Review information carefully for accuracy, consistency, and completeness before it is shared with internal stakeholders or used in client-facing materials. CRM, Systems, and Administrative Support ● Maintain accurate records, task updates, prospect details, carrier follow-ups, and documentation within company systems. ● Use company systems such as ClickUp, agency management tools, Microsoft applications, Perfect Quote, and SBS-approved workflow platforms. ● Support workflow tracking, internal communication, and follow-up coordination. ● Assist with scheduling, document management, file organization, backlog management, and other administrative support as needed. ● Learn and use company software, AI tools, and workflow platforms effectively. ● Help document repeatable processes so the team can create stronger consistency across sales and operations workflows. ● Stay adaptable as SBS continues introducing new tools, technology, and AI-supported processes. AI, Technology, and Process Support ● Support the team’s use of AI-enabled tools and workflows for quoting, RFPs, analytics, document preparation, and sales support. ● Learn and use tools such as CoPilot AI engine, ClickUp, Perfect Quote, Microsoft tools, and other SBS-approved platforms. ● Be willing to learn new technology platforms and follow structured processes created by SBS leadership. ● Assist in turning AI-generated or software-supported outputs into organized, accurate, professional materials. ● Help identify process gaps, documentation needs, backlog issues, or opportunities to improve workflow consistency. ● Work collaboratively with leaders who are developing and refining technology-enabled sales and operational processes. Client Communication ● This role is not primarily client-facing. ● Communicate with clients, carriers, or external parties only as directed, primarily through email. ● Maintain professionalism, clarity, and confidentiality in all written communications. ● Route questions, sensitive issues, and client-specific matters to the appropriate team member. Confidentiality, HIPAA Awareness, and Data Protection ● Handle sensitive employee benefits, healthcare, and business information with a high level of confidentiality. ● Follow all data protection, privacy, and compliance expectations established by our client. ● Demonstrate awareness of HIPAA-related concerns and maintain careful practices when working with personal health information or benefits-related data. ● Treat all personal health information, benefits information, client data, prospect information, carrier information, and internal business information with discretion and professionalism. ● Follow any data protection procedures, confidentiality requirements, system access rules, or dedicated-device protocols established for the role. ● Use secure systems and approved tools when working with confidential or sensitive information. Requirements Required Qualifications ● Bachelor’s degree or diploma in Business Administration, Marketing, Communications, Finance, Insurance, Healthcare Administration, Human Resources, or a related field preferred. ● 3+ years of strong administrative, sales support, operations support, or related experience. ● Excellent attention to detail and ability to manage multiple tasks accurately. ● Comfort working with data, documents, spreadsheets, and technology platforms. ● Strong written communication skills. ● Ability to follow structured workflows and document processes. ● High level of discretion and professionalism when handling confidential information. ● Ability to work independently in a remote environment. ● Strong organizational and time management skills. ● Willingness to learn new tools, including AI-supported workflows and quoting/RFP systems. ● Ability to work with evolving processes and adapt as systems, tools, and workflows are improved. ● Reliable follow-through and the ability to keep tasks moving without heavy supervision. ● Ability to work the preferred schedule of approximately 5:00 AM–2:00 PM Eastern Time. Preferred Qualifications ● Experience supporting sales teams, producers, brokers, consultants, or account executives. ● Experience in employee benefits, insurance, healthcare administration, HR services, or a related field. ● Familiarity with RFPs, quoting, proposal preparation, benchmarking, claims analytics, or benefits administration. ● Experience following up with carriers, vendors, or external partners. ● Experience with CRM systems, ClickUp, agency management systems, document management tools, spreadsheets, AI tools, workflow automation platforms, Perfect Quote, or Microsoft Copilot. ● Understanding of HIPAA, PHI, confidentiality requirements, or data privacy best practices. ● Experience preparing client-facing materials, reports, or sales presentations. ● Experience supporting process implementation, workflow documentation, backlog management, or operational improvements. ● Experience working with sensitive client, employee, healthcare, insurance, or benefits-related data. ● Spanish language skills are strongly preferred. ● Familiarity with Working Genius is a plus; a Tenacity/Enablement-oriented profile would be ideal. Ideal Candidate Profile ● Highly organized and detail-oriented. ● Strong follow-through and able to manage backlog, pending items, and carrier follow-ups. ● Comfortable working behind the scenes to support producers and sales leaders. ● Tech-savvy and open to learning AI-enabled workflows. ● Strong with documentation, follow-through, and task ownership. ● Able to work with sensitive information carefully and confidentially. ● Curious, adaptable, and process-minded. ● Comfortable turning scattered information into organized, useful sales materials. ● Professional, responsive, and reliable in a remote work environment. ● Servant-hearted, with a willingness to support the team wherever needed. ● Tenacious, with the ability to stay persistent, follow through, and keep tasks moving forward. ● Comfortable working in a growing, evolving environment where processes may continue to be refined. ● Able to learn from leadership, follow direction, and contribute to more efficient team workflows over time. ● Ideally aligned with a Working Genius profile that supports Tenacity and Enablement, bringing both persistence and a strong desire to help others succeed. Equipment Requirements ● Personal laptop or desktop computer, phone, and high-quality headset. ● Reliable high-speed internet connection suitable for daily remote work. ● Willingness to upgrade internet or devices if required. ● Willingness to follow any required device, security, monitoring, or data protection protocols related to sensitive information. Benefits Compensation & Benefits ● Competitive Salary ● Performance raises ● Remote work flexibility ● Opportunity to work with a diverse, dynamic team ● Career growth potential