Executive Assistant / Personal Assistant

About the Role Rush Insurance is a Massachusetts-based brokerage specializing in commercial P&C (B2B). We’re seeking a proactive Executive Assistant / Personal Assistant to protect the executive’s time by owning inbox and calendar management, coordinating client-facing logistics, and handling select personal admin (appointments, reservations, follow-ups). You’ll bring order to a high-volume email environment, streamline scheduling, and step in with sound judgment and polish when communicating with clients and internal stakeholders. What You’ll Own ● Inbox Management (Primary) ○ Triage ~high-volume Outlook inbox; set up rules/folders, surface priorities, archive, and maintain “inbox zero” habits. ○ Draft/reply using provided guidance; escalate items requiring executive input; log and track follow-ups. ● Calendar & Meeting Coordination ○ Own end-to-end scheduling across time zones; manage meeting invites, reschedules, and reminders in Outlook/Teams. ○ Prepare agendas, pull context, and consolidate notes & action items. ● Client Comms & Admin ○ Coordinate client touchpoints (email/phone), confirm details, and ensure timely responses; maintain a courteous, professional tone. ○ File and organize documents within Microsoft 365; keep shared resources tidy and current. ● Personal Admin (PA) ○ Book and manage personal appointments (e.g., vet/doctor), reservations, and reminders; handle light household/vendor coordination as needed. ● Process & Tools ○ Recommend improvements to email and calendar workflows; create simple SOPs/checklists to keep things humming. ○ Leverage productivity tools (e.g., transcription/meeting assistants like Fathom, task trackers) to save time