Executive Assistant

Executive Assistant

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 include:

• 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 include:

• 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, Zoom Info, Sales Intel, Sales Navigator, Zywave, MiEdge, and other sales and business tools.
• Proficiency in Linked In 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…