Administrative Assistant

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.

Executive Assistant – VP Business Development & VP Operations

Location: New Castle, PA (On-site)

Greater New Castle region, including nearby communities in PA and OH

Position Overview

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 & Heisel. This role serves as a trusted partner to executive leadership, enhancing efficiency by centralizing scheduling, communications, meeting preparation, and follow-up activities.

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.

Executive & Administrative Support

• Manage complex calendars, schedule meetings, and coordinate travel arrangements
• Prepare agendas, meeting materials, notes, action items, and follow-ups
• Draft and edit professional correspondence, presentations, reports, and executive summaries
• Serve as a communication gatekeeper by prioritizing requests and escalating urgent matters
• Maintain confidentiality of sensitive information and leadership materials
• Identify risks, inconsistencies, or gaps in information presented to leadership

Business Development, Training & Content Support

• Support sales leadership meetings, conferences, national sales meetings, and training events
• Develop and maintain presentation materials, program outlines, and training resources
• Assist in drafting training content for new hires using executive direction and AI tools
• Generate first-draft scripts, talking points, and educational content for executive review
• Track follow-ups related to strategic relationships and sales initiatives

Operations, Reporting & Leadership Coordination

• Compile and synthesize monthly operational and financial data into executive-ready summaries
• Highlight key insights: what changed, why, and required leadership actions
• Prepare presentation materials, briefings, and executive communications
• Develop pre-meeting talking points and post-meeting recap summaries
• Maintain partner updates, including risks, escalations, and key actions
• Coordinate cross-functionally with Sales, LDI Processing, P&C, IT, and Finance teams
• Support tracking and execution of key operational initiatives

Project Management & Microsoft Teams Coordination

• Utilize Microsoft Teams to manage projects, timelines, and cross-functional deliverables
• Translate leadership discussions into initiatives, action plans, and problem statements
• Track risks, dependencies, and decision logs
• Prepare tailored status updates for various audiences
• Provide continuity and context on ongoing initiatives and partnerships

Recruiting, Travel & Event Coordination

• Coordinate interview scheduling and prepare candidate materials in partnership with HR
• Organize national meetings, corporate events, and partner engagements
• Manage travel logistics, including flights, accommodations, and transportation
• Coordinate group meals and event logistics
• Prepare detailed itineraries and event summaries

Qualifications:

• 5+ years supporting senior executives in a professional services environment
• Proven ability to manage multiple priorities across senior leaders
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Teams
• Experience leveraging AI tools for drafting, summarization, and content creation
• Excellent written and verbal communication skills with strong attention to detail

Core Competencies

• High level of professionalism, discretion, and sound judgment
• Proactive, organized, and solutions-oriented mindset
• Strong problem-solving and critical thinking skills
• Exceptional time management and prioritization abilities
• Ability to thrive in a fast-paced, high-trust environment
• Strong ownership, accountability, and follow-through

Role Scope

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.

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
• 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 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"