Administrative Assistant

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

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.

• 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

• 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

• 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

• 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

• 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

• 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

• 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

This role is responsible for coordination, drafting, organization, and execution support across executive initiatives. Final ownership of strategy, approvals, compliance, hiring…