Administrative Assistant

Edgewoodpartnersinsurancecenter; New Castle (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

22 PTO days for hourly non‑exempt

12 company‑observed paid holidays

401(k) matching

Medical, dental, vision insurance

Employee recognition programs

Job summary

EPIC is seeking an Administrative Assistant to provide high‑level support to the Vice Presidents of Business Development and Operations in New Castle, PA. The role centers on centralized scheduling, communications, meeting prep, and follow‑up, translating strategic priorities into actionable tasks across business development, operations, training, and partner initiatives.

You will manage calendars, draft materials, and coordinate cross‑functionally with Sales, IT, Finance, and HR to ensure

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.

Responsibilities

• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

AI drafting tools

Tools

Microsoft Office

Microsoft Teams

Job description

Location: New Castle, PA (On-site)

Greater New Castle region, including nearby communities in PA and OH. ZIP Codes: 15009, 15010, 16112, 44512, 44403, 16001, 44406, 16066, 16116, 16117, 16127, 16148, 44425, 16137, 16101

Position Overview

The Administrative Assistant 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. This role plays a key role in translating strategic priorities into actionable tasks, ensuring alignment across business development, operations, training, and partner initiatives. Success requires strong judgment, discretion, proactive execution, and the ability to thrive in a fast‑paced professional services environment.

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 statementsTrack 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 experience, skills, training, certifications, and education, while also considering internal equity and market data.

Why EPIC

EPIC offers:

• Generous paid time off – managed PTO; 22 PTO days 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, organ donor/bone marrow donor leave
• Generous employee referral bonus program of $1,500 per hired referral
• Employee recognition programs and additional awards
• Employee Resource Groups: Women’s Coalition, EPIC Veterans Group
• Professional growth & development: mentorship program, tuition reimbursement, leadership development
• Unique benefits: pet insurance, identity theft & fraud protection coverage, legal planning, family planning, menopause & midlife support
• Additional benefits: 401(k) matching; medical, dental, vision insurance; wellness & employee assistance programs
• 50/50 work culture between producers and the rest of the business, fostering collaboration and an inclusive environment
• EPIC gives back through charitable efforts such as Donation Connection, Employee Assistance Fund, People First Foundation
• Top 10 property/casualty agencies according to Insurance Journal

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 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.