Executive Assistant

Treloar & Heisel • New Castle, PA

22d • Onsite

About The Position

This role provides dedicated administrative and coordination support to the VP of Business Development and VP of Operations, allowing them to stay focused on core business priorities. By centralizing scheduling, meeting preparation, travel, communications, and follow-up, it improves efficiency and consistency across leadership activities. The role also strengthens execution by ensuring key initiatives, events, and operational tasks are organized, supported, and moving forward.

The Executive Assistant (EA) provides administrative and organizational support to the Vice President of Business Development and the Vice President of Operations at Treloar & Heisel. The EA acts as a trusted extension of executive leadership, helping translate strategy into action by providing calendar management, coordination, synthesis, and first-draft creation across sales, operations, training, and partner initiatives. This role requires sound judgment, discretion, and the ability to operate proactively in a fast-paced professional services environment.

Requirements

• Minimum of 5+ years of experience supporting senior executives in a professional services environment
• Demonstrated ability to support multiple leaders with competing priorities
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams
• Demonstrated ability to use AI tools for drafting, summarization, and content organization
• Strong written and verbal communication skills with exceptional attention to detail
• High level of professionalism, discretion, and judgment when handling sensitive information
• Proactive, organized, and solutions-oriented with the ability to anticipate executive needs
• Strong problem-solving and proactive thinking
• Exceptional organizational and time management skills
• Comfortable operating in a fast-paced, high-trust leadership environment
• Strong sense of ownership, follow-through, and accountability

Responsibilities

• Provide comprehensive administrative support to two senior executives, including calendar management, meeting coordination, travel arrangements, and expense readiness
• Coordinate meetings by preparing agendas, pre-reads, notes, action items, and follow-ups
• Draft and edit professional correspondence, reports, presentations, and executive summaries
• Serve as a communication gatekeeper by triaging requests and escalating issues appropriately
• Exercise sound judgment to flag risks, inconsistencies, or gaps in information presented to leadership
• Maintain confidential files, leadership materials, and sensitive communications with discretion
• Support advisor and sales leadership meetings, conferences, national sales meetings, and educational events
• Create and maintain outlines and materials for presentations, association programs, and training initiatives
• Assist with first-draft creation of training content for new sales hires using executive guidance and AI tools
• Use AI tools to generate first drafts of video scripts, talking points, and educational content for executive review and refinement
• Track follow-ups tied to strategic relationships, sales initiatives, and training efforts
• Compile month-end operational and financial inputs into concise, executive-ready narrative summaries
• Translate reporting into: what changed, why it changed, and what requires leadership attention
• Prepare executive-ready bullets, slide summaries, and leadership email briefs
• Prepare pre-meeting talking points and post-meeting recap emails with clear next steps and ownership
• Maintain high-level partner summaries including open items, risks, escalations, and ownership
• Draft and organize internal communications on behalf of executive leadership, including leadership updates, summaries, and internal briefings
• Ensure clarity, consistency, and alignment with approved executive messaging
• Assist with tracking key operational initiatives (e.g., Salesforce enhancements, reporting projects, onboarding efforts)
• Support coordination with internal teams including Sales, LDI Processing, P&C, IT, and Finance
• Act as a liaison between leadership and internal teams to ensure clear communication and alignment
• Use Microsoft Teams to track projects, tasks, timelines, and cross-functional coordination
• Convert leadership discussions into clear initiatives, problem statements, and action plans
• Maintain decision logs, risk lists, dependencies, and institutional context over time
• Prepare status updates tailored to leadership, finance, or operational audiences
• Support leadership by providing background when initiatives, issues, or partners resurface
• Coordinate interview scheduling for candidates across multiple stakeholders and leadership members
• Prepare interview agendas, materials, and follow-up communications in partnership with HR
• Coordinate national meetings and special events with corporate partners
• Arrange travel, hotel accommodations, and ground transportation for sales team members and invited guests
• Coordinate group meals, including lunch and dinner arrangements, during meetings and special events
• Prepare consolidated itineraries and logistics summaries for events and meetings

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed