Virtual Assistant / Licensing Coordinator

About the Role

Elevate LD is a fast-growing insurance agency with an ambitious goal: to have 100 licensed and appointed agents by November 2026. We are looking for a highly organized, detail-oriented Virtual Assistant to be the Licensing Coordinator in managing the end-to-end insurance licensing process for new and existing agents across the United States.

What You'll Be Doing

- Booking agents for their state licensing exams and registering them for pre-licensing study courses (Xcel Solutions / ExamFX)
- Tracking each agent's progress through the licensing pipeline — from signing their contractor agreement through full appointment — using our Licensing Process Tracker (spreadsheet/CRM)
- Conducting 72-hour exam check-ins via call or Zoom to assess agent readiness and provide support
- Following up with agents on fingerprints, state applications, AML and Annuity course completions, and E&O insurance enrollment
- Sending and managing licensing-related emails (CC'ing appropriate tea ---------- mbers on all correspondence)
- Coordinating state application submissions via ---------- / ---------- / SureLC and monitoring approval status through state department of insurance portals
- Posting recognition content, and creating marketing pieces (Passed Exam, Licensed & Appointed, etc.) in Canva
- Sending Monday and Friday status update emails to Executives and the Executive Assistant
- Maintaining organized records and certificates (E&O, AML, Annuity) in Google Drive

Requirements

- Excellent written and spoken English — you will be communicating with agents and internal leadership daily
- Strong organizational skills — you'll be managing multiple agents at different stages of the licensing process simultaneously
- Reliability and follow-through — deadlines and follow-up timelines are critical in this role
- Proficiency with Google Workspace (Gmail, Google Sheets, Google Drive, Google Calendar)
- Comfortable on Zoom calls with agents for check-ins and onboarding meetings
- Experience with CRM tools or tracking spreadsheets to manage pipelines


Preferred / Highly Desired

- Prior experience supporting U.S. life insurance licensing processes — familiarity with state exam booking platforms, Sircon/SureLC, NIPR/NPN lookups, state DOI portals, and the appointment process is a major advantage
- Knowledge of insurance industry terms: NPN, DOI, AML, E&O, appointed, non-resident license, etc.
- Experience working with insurance agencies or IMOs/FMOs in the United States
- Familiarity with Canva for creating simple marketing graphics

What Success Looks Like

- Agents are consistently booked for their exams within 7 days of onboarding
- No agent falls through the cracks — every stage of the pipeline is tracked and followed up on
- Communication is prompt, professional, and always within the designated licensing email channels
- Leadership receives accurate, timely Monday and Friday licensing pipeline updates
- Agents feel supported and guided through every step of the licensing and appointment process

How to Apply

Please send your resume and a brief video introduction to ---------- with the subject line:
"Philippines VA Application – Licensing Coordinator"

In your video message, please include:
1. Your relevant experience with U.S. insurance licensing (if any) and why you are a good fit for the role
2. Any tools or platforms you are familiar with (SureLC, Sircon, or US licensing tools)
3. Your relevant experiencing in helping people with their licensing process (if applicable)