Executive Assistant

LOCATION: Mt. Laurel, NJ, 4 days a week (Mon-Thursday)

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 4,000 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!

JOB OVERVIEW

The Executive Assistant provides comprehensive administrative and strategic support to the Mid-Atlantic President. Responsibilities include managing calendars, coordinating internal and external travel, event planning and management, preparing expense reports, providing office support, and handling a wide range of administrative and project-based tasks.

This role also partners closely with other national and regional leaders and their teams for event planning, meeting coordination, office operations support, and the execution of national initiatives. To be successful in this role, you must be a critical thinker, have a great sense of urgency, highly organized, possess exceptional time management skills, exercise sound judgment, and be able to operate independently.

You will contribute to the efficiency and effectiveness of the organization by providing personalized, proactive, and timely support to an executive leader and helping ensure smooth day-to-day office support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide comprehensive administrative support including calendar management, travel coordination, meeting preparation, for an executive leader and general office support.
• Exceptional ability to prioritize, streamline, and monitor the day-to-day activities of a very busy executive, including managing heavy and fluctuating calendars and high volumes of calls, emails, and communications.
• Coordinate internal and external meetings, including but not limited to leadership meetings, full staff meetings, all-hands meetings, off-site meetings, client meetings, and one-on-one meetings.
• Assist with new business pursuits and client presentation meetings, including preparation of presentation materials and supporting meeting execution.
• Attend meetings as needed; capture and distribute meeting summaries, action items, and next steps, and coordinate follow-up activities.
• Coordinate and track deliverables for the national claims and risk control teams, ensuring alignment and timely execution of initiatives.
• Submit and reconcile expense reports for the executive.
• Provide day-to-day office support, including coordinating office supplies, mail and shipping needs, visitor logistics, conference room readiness, and general office organization.
• Liaise with building management, facilities, IT, vendors, and internal teams to help resolve office-related needs and ensure a professional, well-functioning office environment.
• Coordinate requisitions & workflows - including tracking open requisitions, preparing documentation, partnering with HR, assisting with drafting descriptions, scheduling and logistics.

Support onboarding and workspace readiness for new hires, visiting colleagues, and guests, including coordinating access, supplies, technology needs, and office logistics as appropriate.

• Assist with office events, team gatherings, and regional meetings, including room setup, catering coordination, materials preparation, and day-of support.
• Lead and support special projects, including researching topics and crafting executive-level presentations.
• Assist with prospect information gathering and preparation.
• Conduct research, compile, and analyze data to support executive and leadership decision-making.
• Coordinate domestic travel in accordance with EPIC's travel policy, including complex itineraries for executives, colleagues, and clients as needed.
• Serve as a primary point of contact for internal and external stakeholders.
• Perform other duties and projects as assigned.

KEY COMPETENCIES

• Exceptional organizational skills with the ability to manage multiple priorities under tight deadlines.
• Advanced proficiency in Microsoft Office applications including Outlook, Word, PowerPoint, Publisher, and Excel.
• Highly experienced with virtual meeting platforms (Zoom Corporate, MS Teams).
• Working knowledge of Salesforce, ZoomInfo, Sales Intel, Sales Navigator, Zywave, MiEdge, and other sales and business tools.
• Proficiency in LinkedIn and AI-enabled tools such as ChatGPT and Copilot.
• Strong office operations mindset with the ability to anticipate needs, maintain an organized environment, and support a positive in-office experience for leaders, colleagues, clients, and guests.
• Superior attention to detail, time management, and follow-through.
• High level of discretion, confidentiality, and professional judgment.
• Strong ability to multitask and prioritize competing demands.
• Ability to work effectively both independently and collaboratively.
• Excellent problem-solving, decision-making, and interpersonal communication skills.

EDUCATION AND / OR EXPERIENCE

• College degree required.
• 7 + years of prior professional experience as an Executive Assistant.
• Prior experience supporting office operations, facilities coordination, or general office administration preferred.
• Ability to thrive in a fast-paced environment while managing multiple competing tasks and deadlines.
• High level of interpersonal skills required to handle sensitive and confidential information with discretion, poise, tact, and diplomacy.

COMPENSATION

The base salary range for this position is $85,000 – $100,000. This range represents the employer's good faith estimate of the compensation for this role at the time of posting.

Actual compensation will be determined based on factors such as experience, skills, training, certifications, education, internal equity, and market data. This role may also be eligible for bonuses and a comprehensive benefits package.

WHY EPIC

EPIC has over 60 offices and 4,000 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 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.

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