Executive Assistant

<p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Come join our team!</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">There are many reasons why EPIC Insurance Brokers &amp; Consultants has become one of the fastest-growing firms in the insurance industry. Fueled and driven by capable, committed people who share common beliefs and values and “bring it” every day, EPIC is always looking for people who have “the right stuff” – people who know what they want and aren’t afraid to make it happen.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Headquartered in New York City and founded in 2007, our company has over 3,000 employees nationwide. With locations spread out across the U.S., our local market knowledge and industry expertise helps support our clients' regional and global needs. We have grown very quickly since our founding, and we continue to see growth and success thanks to our hard-working and growth-minded employees.&nbsp;</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Our core values are: Owner mindset, Inspire trust, Think big, and Drive results. If these values and growth align with what you're looking for in your next career? Then consider joining our amazing team!</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Our division of EPIC, Treloar &amp; Heisel, is a nationally recognized brand dedicated to serving dental and medical professionals. We specialize in helping clients secure their financial future through tailored insurance solutions and expert guidance.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Executive Assistant – VP Business Development &amp; VP Operations</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Location</strong>: New Castle, PA (On-site)</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Greater New Castle region, including nearby communities in PA and OH</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">ZIP Codes: 15009, 15010, 16112, 44512, 44403, 16001, 44406, 16066, 16116, 16117, 16127, 16148, 44425, 16137, 16101</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Position Overview</strong></span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">The Executive Assistant (EA) provides high-level administrative and operational support to the Vice President of Business Development and the Vice President of Operations at Treloar &amp; Heisel. This role serves as a trusted partner to executive leadership, enhancing efficiency by centralizing scheduling, communications, meeting preparation, and follow-up activities.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">The EA plays a key role in translating strategic priorities into actionable tasks, ensuring alignment across business development, operations, training, and partner initiatives. Success in this position requires strong judgment, discretion, proactive execution, and the ability to thrive in a fast-paced professional services environment.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Executive &amp; Administrative Support</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Manage complex calendars, schedule meetings, and coordinate travel arrangements</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Prepare agendas, meeting materials, notes, action items, and follow-ups</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Draft and edit professional correspondence, presentations, reports, and executive summaries</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Serve as a communication gatekeeper by prioritizing requests and escalating urgent matters</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Maintain confidentiality of sensitive information and leadership materials</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Identify risks, inconsistencies, or gaps in information presented to leadership</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Business Development, Training &amp; Content Support</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Support sales leadership meetings, conferences, national sales meetings, and training events</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Develop and maintain presentation materials, program outlines, and training resources</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Assist in drafting training content for new hires using executive direction and AI tools</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Generate first-draft scripts, talking points, and educational content for executive review</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Track follow-ups related to strategic relationships and sales initiatives</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Operations, Reporting &amp; Leadership Coordination</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Compile and synthesize monthly operational and financial data into executive-ready summaries</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Highlight key insights: what changed, why, and required leadership actions</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Prepare presentation materials, briefings, and executive communications</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Develop pre-meeting talking points and post-meeting recap summaries</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Maintain partner updates, including risks, escalations, and key actions</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Coordinate cross-functionally with Sales, LDI Processing, P&amp;C, IT, and Finance teams</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Support tracking and execution of key operational initiatives</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Project Management &amp; Microsoft Teams Coordination</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Utilize Microsoft Teams to manage projects, timelines, and cross-functional deliverables</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Translate leadership discussions into initiatives, action plans, and problem statements</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Track risks, dependencies, and decision logs</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Prepare tailored status updates for various audiences</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Provide continuity and context on ongoing initiatives and partnerships</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Recruiting, Travel &amp; Event Coordination</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Coordinate interview scheduling and prepare candidate materials in partnership with HR</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Organize national meetings, corporate events, and partner engagements</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Manage travel logistics, including flights, accommodations, and transportation</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Coordinate group meals and event logistics</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Prepare detailed itineraries and event summaries</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Qualifications:</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">5+ years supporting senior executives in a professional services environment</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Proven ability to manage multiple priorities across senior leaders</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Teams</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Experience leveraging AI tools for drafting, summarization, and content creation</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Excellent written and verbal communication skills with strong attention to detail</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Core Competencies</strong></span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">High level of professionalism, discretion, and sound judgment</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Proactive, organized, and solutions-oriented mindset</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Strong problem-solving and critical thinking skills</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Exceptional time management and prioritization abilities</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Ability to thrive in a fast-paced, high-trust environment</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Strong ownership, accountability, and follow-through<strong>&nbsp;</strong></span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>Role Scope</strong></span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">This role is responsible for coordination, drafting, organization, and execution support across executive initiatives. Final ownership of strategy, approvals, compliance, hiring decisions, and external communications remains with executive leadership.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>COMPENSATION: </strong></span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><strong>WHY EPIC:</strong></span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">EPIC has over 60 offices and 3,000 employees nationwide – and we’re growing! It’s a great time to join the team and be a part of this growth. We offer:</span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Generous Paid Time off</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">o&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Managed PTO for salaried/exempt employees (personal time off without accruals or caps); 22 PTO days starting out for hourly/non-exempt employees; 12 company-observed paid holidays; 4 early-close days</span></p> <ul> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Generous employee referral bonus program of $1,500 per hired referral</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Employee recognition programs for demonstrating EPIC’s values plus additional employee recognition awards and programs (and trips!)</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Employee Resource Groups: Women’s Coalition, EPIC Veterans Group</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Professional growth &amp; development: Mentorship Program, Tuition Reimbursement Program, Leadership Development</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Unique benefits such as Pet Insurance, Identity Theft &amp; Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause &amp; Midlife Support</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness &amp; employee assistance programs</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">50/50 Work Culture: EPIC fosters a 50/50 culture between producers and the rest of the business, supporting collaboration, teamwork, and an inclusive work environment. It takes both production and service to be EPIC!</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">EPIC Gives Back – Some of our charitable efforts include Donation Connection, Employee Assistance Fund, and People First Foundation</span></li> <li style="font-family: arial, helvetica, sans-serif; font-size: 10pt;"><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">We’re in the top 10 of property/casualty agencies according to “Insurance Journal”</span></li> </ul> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">To learn more about EPIC, visit our Careers Page: <a href="https://www.epicbrokers.com/about/epic-careers/">https://www.epicbrokers.com/about/epic-careers/</a>.</span></p> <p>&nbsp;</p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">EPIC embraces diversity in all its various forms—whether it be diversity of thought, background, race, religion, gender, skills or experience. We are committed to fostering a work community where every colleague feels welcomed, valued, respected and heard. It is our belief that diversity drives innovation and that creating an environment where every employee feels included and empowered, helps us to deliver the best outcome to our clients.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">California Applicants - View your privacy rights at: <a href="https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf">https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf</a>.</span></p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">Massachusetts G.L.c. 149 section 19B (b) requires the following statement: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.</span></p> <p>&nbsp;</p> <p><span style="font-family: arial, helvetica, sans-serif; font-size: 10pt;">#LI-SG1</span></p> <p>&nbsp;</p>