Executive Assistant

About the role

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.

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.
• Cook up and distribute meeting summaries, action items, and next steps, and coordinate follow-up activities.
• Coordinate 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 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.
• Aid in 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.

Requirements

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.

Qualifications

• 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.

Skills

• 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.

Benefits

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.

EPIC offers:

• 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
• 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.