Program Administrative Assistant | Work from Home

We’re Hiring: Program Administrative Assistant!

Looking for a role that fosters collaboration, creativity and career growth in a vibrant office environment? We got you covered!

Attach this together with your updated CV to become a priority applicant!

Schedule: Night Shift

Job Description:

The ideal candidate brings a solid foundation in insurance operations combined with exceptional administrative and project management skills, and is known for their ability to keep complex, multi-stakeholder workstreams on track.

This person will be a key operational enabler for the VP of Operations and will interact regularly with Underwriting, Finance, Claims, and Actuarial leadership.

Key Responsibilities:

• Own and maintain the master audit calendar across all program audit types (underwriting, finance, claims, actuarial, operational compliance, and others as assigned).
• Track audit timelines, milestones, deliverable deadlines, and open items across multiple concurrent programs.
• Issue timely follow-ups to internal stakeholders and program partners to ensure audit requests, documentation, and responses are received on schedule.
• Prepare and distribute audit status summaries, dashboards, and progress reports for leadership review.
• Coordinate the scheduling of audit kick-off meetings, status calls, and close-out reviews; prepare agendas and distribute materials in advance.
• Maintain organized audit files, workpapers, and documentation repositories (SharePoint / shared drives) for each audit engagement.
• Flag delays, gaps, or risks in the audit process and escalate to the VP of Operations proactively.

• Provide executive-level administrative support to the VP of Operations, including calendar management, meeting scheduling, and correspondence.
• Draft and format internal communications, audit request letters, status updates, and summary memos.
• Assist in maintaining Everspan's program management databases and tracking systems (including Zoho CRM) with accurate, up-to-date information.
• Support the preparation of internal reports, presentations, and operational documentation as needed.
• Coordinate logistics for internal and external audit-related meetings, including virtual conference setup, document distribution, and note-taking.

• Serve as the primary point of contact for audit scheduling and follow-up across Underwriting, Finance, Claims, and Actuarial teams.
• Liaise with MGA and TPA program partners to gather required information and documentation for audits.
• Build strong working relationships with internal stakeholders and program contacts to foster responsiveness and accountability.
• Identify opportunities to improve audit workflows, templates, and coordination processes over time.

Qualification and requirements:

• Minimum 3–5 years of experience in the insurance industry, with exposure to program, MGA, or specialty insurance operations preferred.
• Minimum 2–3 years of experience as an administrative assistant, executive assistant, or operations coordinator — preferably supporting a U.S.-based executive or senior leader.
• Demonstrated ability to manage multiple concurrent workstreams, deadlines, and stakeholders with a high degree of organization and follow-through.
• Strong written and verbal English communication skills; able to draft professional correspondence and communicate clearly with U.S.-based leadership.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (SharePoint, Teams, Zoom).
• Experience with project tracking tools or CRM platforms (Zoho, Salesforce, Asana, Monday.com, or similar).
• Proven track record of proactive follow-up, attention to detail, and accountability.

• Prior experience supporting audit, compliance, or regulatory functions within an insurance carrier, MGA, TPA, or specialty program environment.
• Familiarity with insurance audit types including underwriting audits, claims audits, and financial/bordereaux audits.
• Experience working with U.S.-based companies in a remote Philippines-based role, particularly through CloudStaff or a similar BPO/staffing platform.
• Exposure to program management frameworks, PM methodologies, or formal project coordination training.

Non-negotiable skills & requirements:

• Minimum 3–5 years of experience in the insurance industry, with exposure to program, MGA, or specialty insurance operations preferred.
• Minimum 2–3 years of experience as an administrative assistant, executive assistant, or operations coordinator — preferably supporting a U.S.-based executive or senior leader.
• Demonstrated ability to manage multiple concurrent workstreams, deadlines, and stakeholders with a high degree of organization and follow-through.
• Strong written and verbal English communication skills; able to draft professional correspondence and communicate clearly with U.S.-based leadership.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (SharePoint, Teams, Zoom).
• Experience with project tracking tools or CRM platforms (Zoho, Salesforce, Asana, Monday.com, or similar).
• Proven track record of proactive follow-up, attention to detail, and accountability.

Perks & Benefits (Work From Home):

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Endless opportunities for career advancement
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Tech-on-wheels Support
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.

**To become a priority applicant, please share a 1-2 minute video introduction detailing you experience in this specific role. You can upload your video to the CSJobs platforms. Please use a clean, distraction-free background and speak clearly and articulately.**