Administrative Assistant – Sales Support

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