Part-time Administrative Assistant

Part-time • San Francisco, California, United States • $22 - $35 / hour • 2d ago

San Francisco Health Insurance Agency is a small, family-owned independent health insurance agency that’s been around for 45 years—recently bought by siblings Tiff and Katie. We’re a close-knit team (literally family!) and pride ourselves in offering compassionate, high-quality guidance when it comes to choosing a health insurance plan.

We primarily sell health insurance policies to Medicare-eligible folks (usually 65+) and small businesses in California. Occasionally, we also work with Covered CA and individual plans. Our days are filled with Zoom calls, client meetings, education, and paperwork—and that’s where you come in. You’ll be helping us keep everything running smoothly.

Responsibilities:

Support the agency’s two owners with daily administrative tasks so they can focus on growing the business.
Learn and navigate client tracking software, cloud-based file systems, online portals for carrier and general agencies
Handle client applications, changes, and terminations—this may involve phone calls, emails, e-signatures, and occasional physical mail.
Maintain and retrieve data from Constant Contact and other databases.
Keep digital files organized, accurate, and up to date
Menage a year-round reminder system to prompt client follow-ups and track progress
Check in with clients via phone and email.
Schedule appointments, follow-ups, and occasional friendly “shmooze” calls.
Contact insurance carriers to resolve billing, claims, application status, and other issues.
Assist with general business operations, including marketing and website maintenance.
Potential to help with social media (e.g., uploading videos).
Complete special projects as assigned by owners (e.g., deep-dives into billing or commissions).

Requirements:

Excellent organizational and executive function skills; detail-oriented, responsible, responsive, professional, and punctual
Strong computer skills; including: Excel, Word, PowerPoint, Google Suite, Outlook, Microsoft Teams, YouTube and social media platform (basic knowledge is okay). Online file systems, password managers, online fax tools, USPS Mail
Willingness to learn new online portals and systems
Warm, friendly, professional and helpful demeanor with clients
Able to build and maintain relationships while setting appropriate boundaries (e.g., knowing when to wrap up calls or redirect conversations).
Excellent written communication—personable, clear, friendly, and thorough.
Patient and respectful on the phone with customer service reps. Able to be persistent, creative and solution-oriented
Professional and respectful even when under stress or dealing with frustration.
Long term interest in the position (1-2+ years or longer is ideal), not ideal for those retiring soon or in school/returning to school
High School/GED Preferred at minimum

Job Schedule and Compensation

Training: Initial training will take place in-person in San Francisco, Oakland, or Marin and is expected to last 3–4 weeks, about 6 hours per day
Check-ins: We’ll evaluate the fit after 3 weeks, with a follow-up review around 60 days.
Ongoing Schedule: After training, the role is fully remote.
Approx. 16 hours per week. Monday through Thursday, ~4 hours per day. Example: 10:00 AM–2:30 PM (with some flexibility)
One Zoom or Teams meeting per day
Weekly hours may be adjusted based on need
Compensation: $22.50–$35/hour, depending on experience and fit
Busy Season: Our busiest time is September 15 – January 15, when the full team is heads-down—so no vacations during that window. Outside of that, time off is more flexible. Additional hours may be available during the busy season.

Interested in becoming a licensed broker? Let us know! We’re happy to discuss the path to getting licensed.

Access Information:

We will provide at minimum a Lenovo laptop (with a keypad) and a mouse
Preferable if candidate is comfortable using VOIP application on personal phone for making calls (it's not your personal number)
During in-person training, you must either:
Wear a high-filtration mask (N95 or equivalent), or
Participate in Plus Life PCR-like testing (just one quick swab upon arrival)
Occasional in-person team meetings or lunches may take place—always outdoors.
No heavy lifting required, but expect extended computer use (typing, mouse work, phone calls).
Let us know about any access needs you may have—we’re happy to accommodate when possible or let you know upfront if something isn’t feasible.

APPLYING:

In your cover letter, please:

Respond directly to the job details listed above.
Share specific examples—from work or daily life—that highlight why you’re a great fit.
Let us know where you shine, and where you may still be learning or growing.
Include any questions you have for us—we’d love to hear them!
Share your access needs and pronouns, so we can support you from the start.
Include 2–3 references (name, relationship, and phone number).
If needed, these can be sent later in the interview process.

Start date: Targeting late May or June.

Job Type: Part-time

Pay: $22.50 - $35.00 per hour

Expected hours: 16 per week

Benefits:

Flexible schedule

Schedule:

4 hour shift

Application Question(s):

During in-person training, you must either wear a high-filtration mask (N95 or equivalent), or participate in Plus Life PCR-like testing (just one quick swab upon arrival). Are you okay with this policy?
During the initial 3-4 week training, you will be required to be in-person in either SF, Marin or Oakland. Are you commuting?
We will not review applications until May 1st, 2025. Are you okay with this?