Executive Assistant

Come join our team! There are many reasons why EPIC Insurance Brokers & 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. 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.

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! Our division of EPIC, Treloar & 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.

JOB OVERVIEW

This role provides dedicated administrative and coordination support to the VP of Business Development and VP of Operations, allowing them to stay focused on core business priorities. By centralizing scheduling, meeting preparation, travel, communications, and follow-up, it improves efficiency and consistency across leadership activities. The role also strengthens execution by ensuring key initiatives, events, and operational tasks are organized, supported, and moving forward.

LOCATION

: New Castle, PA (in-office role) Nearby Areas /

ZIP Codes:

Serving the greater New Castle, PA region, including nearby communities in

PA and OH:

15009, 15010, 16112, 44512, 44403, 16001, 44406, 16066, 16116, 16117, 16127, 16148, 44425, 16137, 16101 JOB

OVERVIEW

: The Executive Assistant (EA) provides administrative and organizational support to the Vice President of Business Development and the Vice President of Operations at Treloar & Heisel. The EA acts as a trusted extension of executive leadership, helping translate strategy into action by providing calendar management, coordination, synthesis, and first-draft creation across sales, operations, training, and partner initiatives. This role requires sound judgment, discretion, and the ability to operate proactively in a fast-paced professional services environment.

WHAT YOU'LL DO

A detailed list of job duties includes (but is not limited to): Provide comprehensive administrative support to two senior executives, including calendar management, meeting coordination, travel arrangements, and expense readiness Coordinate meetings by preparing agendas, pre-reads, notes, action items, and follow-ups Draft and edit professional correspondence, reports, presentations, and executive summaries Serve as a communication gatekeeper by triaging requests and escalating issues appropriately Exercise sound judgment to flag risks, inconsistencies, or gaps in information presented to leadership Maintain confidential files, leadership materials, and sensitive communications with discretion Business Development, Training & Content Support Support advisor and sales leadership meetings, conferences, national sales meetings, and educational events Create and maintain outlines and materials for presentations, association programs, and training initiatives Assist with first-draft creation of training content for new sales hires using executive guidance and AI tools Use AI tools to generate first drafts of video scripts, talking points, and educational content for executive review and refinement Track follow-ups tied to strategic relationships, sales initiatives, and training efforts Operations, Reporting & Leadership Coordination Compile month-end operational and financial inputs into concise, executive-ready narrative summaries Translate reporting into: what changed, why it changed, and what requires leadership attention Prepare executive-ready bullets, slide summaries, and leadership email briefs Prepare pre-meeting talking points and post-meeting recap emails with clear next steps and ownership Maintain high-level partner summaries including open items, risks, escalations, and ownership Draft and organize internal communications on behalf of executive leadership, including leadership updates, summaries, and internal briefings Ensure clarity, consistency, and alignment with approved executive messaging Assist with tracking key operational initiatives (e.g., Salesforce enhancements, reporting projects, onboarding efforts) Support coordination with internal teams including Sales, LDI Processing, P&C, IT, and Finance Act as a liaison between leadership and internal teams to ensure clear communication and alignment Project Management & Microsoft Teams Coordination Use Microsoft Teams to track projects, tasks, timelines, and cross-functional coordination Convert leadership discussions into clear initiatives, problem statements, and action plans Maintain decision logs, risk lists, dependencies, and institutional context over time Prepare status updates tailored to leadership, finance, or operational audiences Support leadership by providing background when initiatives, issues, or partners resurface Recruiting, Travel & Event Coordination Coordinate interview scheduling for candidates across multiple stakeholders and leadership members Prepare interview agendas, materials, and follow-up communications in partnership with HR Coordinate national meetings and special events with corporate partners Arrange travel, hotel accommodations, and ground transportation for sales team members and invited guests Coordinate group meals, including lunch and dinner arrangements, during meetings and special events Prepare consolidated itineraries and logistics summaries for events and meetings

WHAT YOU'LL BRING

Minimum of 5+ years of experience supporting senior executives in a professional services environment Demonstrated ability to support multiple leaders with competing priorities Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams Demonstrated ability to use AI tools for drafting, summarization, and content organization Strong written and verbal communication skills with exceptional attention to detail Personal Attributes High level of professionalism, discretion, and judgment when handling sensitive information Proactive, organized, and solutions-oriented with the ability to anticipate executive needs Strong problem-solving and proactive thinking Exceptional organizational and time management skills Comfortable operating in a fast-paced, high-trust leadership environment Strong sense of ownership, follow-through, and accountability Role Scope This role supports executive leadership through coordination, drafting, synthesis, and follow-up. Final responsibility for strategy, content approval, compliance, hiring decisions, and external messaging remains with executive leadership.

COMPENSATION

The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data.

WHY EPIC

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:

Generous Paid Time off o 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 Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave Generous employee referral bonus program of $1,500 per hired referral Employee recognition programs for demonstrating EPIC's values plus additional employee recognition awards and programs (and trips!)

Employee Resource Groups:

Women's Coalition, EPIC Veterans Group Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development Unique benefits such as Pet Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs 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! EPIC Gives Back - Some of our charitable efforts include Donation Connection, Employee Assistance Fund, and People First Foundation We're in the top 10 of property/casualty agencies according to "Insurance Journal" To learn more about EPIC, visit our

Careers Page:

https://www.epicbrokers.com/about/epic-careers/ . 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. California Applicants - View your privacy rights at: https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf . 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. #LI-SG1