What are the responsibilities and job description for the Experienced Executive Assistant position at EPIC?

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 San Francisco and founded in 2007, our company has over 3,000 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 Experienced Executive Assistant provides support to the President of EPIC's Construction and Infrastructure Group and the Senior Principal of EPIC's Specialty Construction practice. This team is based in-office in Birmingham, AL and has been voted a Best Place to Work! The team works hard & plays hard; their teamwork & culture is a huge part of their success. This is an exciting opportunity to provide executive-level support to a driven, energetic, fun team!

WHAT WE'RE LOOKING FOR :

Candidates with strong communication skills – written and verbal – who really enjoy working with people and trying to anticipate clients' (internal and external) needs.
Someone with a high level of confidentiality, with the ability to handle high-profile matters and clients with discretion and sensitivity.
Candidates who enjoy being a go-to and are adept at handling unique situations, asking thoughtful questions, and being critical thinkers and problem solvers.
A time management and organizational guru! This role is responsible for a lot of scheduling and communications between internal and external clients. As unexpected or new needs arise, this role must be agile to pivot between tasks and priorities.
Candidates with a positive, outgoing attitude.
Someone with strong professional technical skills, with the ability to work with clients of varying technical abilities.
REQUIRED : This is a hybrid role based in our Birmingham, AL office. Candidates must be able to work at least 3 days a week in-office BUT ALSO will be required to be in the office whenever their manager is in the office, which may sometimes be 5 days a week.

WHAT YOU'LL DO :

A successful candidate will have previous executive-level support experience in a fast-paced environment. Responsibilities include managing calendars, coordinating travel internally and externally, event planning and management, preparing expense reports, and general administrative tasks. To be successful in this role, you should be well-organized, have excellent time management skills and be able to act without guidance. You will contribute to the efficiency of our business by providing personalized and timely support to executive members. A detailed list of job duties includes (but is not limited to) :

Experience working with high-level executives and managing highly sensitive, confidential information with complete discretion

Exceptional ability to prioritize, streamline and monitor day-to-day transactions of busy executives, monitor heavy and fluctuating calendar, high volume of calls, e-mails, and flow of communication

Will involve responding to urgent requests outside normal business hours

Flexibility in work schedule with ability to be in-office when executives are in-office

Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off-site meetings, one-on-one meetings

Excellent verbal and written communication skills; presents ideas clearly and concisely

Effective listening skills, proactive, mindful

Ambassador for client relations / EPIC

Submit and reconcile expense reports for the C&I President and Senior Principal

Lead special projects when requested including crafting presentations to be given by executives

Conduct research, compile and analyze data to support executive decision making

Coordinate domestic travel within EPIC's travel policy. This may also involve coordinating complex travel arrangements for others within the practice, including clients

Team player capable of working in a way that reflects EPIC's core values and principles of positive attitude, open communication, passion, willingness to learn, and tenacity

Liaise with executives to oversee requests and queries from senior manager and team leads

Act as the point of contact for internal and external clients

Attend mandatory internal training classes

Any other projects as assigned

PERSONAL AND ORGANIZATIONAL DEVELOPMENT :

Set priorities and manage workflow for self to ensure all goals are met

Interact with others effectively utilizing excellent communication skills, cooperating purposefully, and providing information and guidance as needed to achieve the business goals of the company

Takes initiative and is discreet

Project a professional image in action and appearance

WHAT YOU'LL BRING :

Customer service-oriented with poise and professionalism

Strong relationship management skills, ability to build a personal network throughout the company

Advanced knowledge navigating the Internet as well as various Microsoft Office programs to include Windows, Outlook, Word, PowerPoint, Publisher, and Excel

Strong attention to detail and time management skills

Strong ability to multi-task and assign priorities

Ability to work effectively and efficiently both with and without direct supervision

Excellent problem-solving and decision-making skills

Strong interpersonal communication skills, both written and oral

EDUCATION and / or EXPERIENCE :

College degree preferred

REQUIRED : At least 8 years of Executive Assistant professional work experience is required, ideally supporting C-level executives

Insurance Brokerage experience highly desirable

Must have working knowledge of a variety of Microsoft Office computer software applications to include Excel, Word, PowerPoint, and Outlook

Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands

Must have a high level of interpersonal skills to manage sensitive and confidential situations. The position continually requires teamwork, responsiveness, demonstrated poise, tact, and diplomacy

COMPENSATION :

The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data.

WHY EPIC :

EPIC is over 3,000 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

Unlimited PTO for salaried employees; 22 PTO days starting out for hourly employees; 12 company-observed paid holidays; 4 early-close days; plus additional paid days off

Generous leave time options : Paid parental leave, pregnancy disability and bonding leave, and organ donor / bone marrow donor leave

Work-life balance, especially with our standard work weeks being 37.5 hours not 40 hours

Generous employee referral bonus program of $1,500 per hired referral

Quarterly employee recognition program for demonstrating EPIC's values plus additional employee recognition awards and programs (and trips!)

Employee Resource Groups : Women's Coalition, EPIC Veterans

Professional growth & development : Mentor Program, Tuition Reimbursement Program

Unique insurance, such as Pet Insurance and Cancer Insurance

Additional benefits include (but are not limited to) : 401(k) matching, flexible work options, medical insurance, dental insurance, vision insurance, and wellness programs

We're a top 10 privately held insurance brokerage

We've consistently been voted “Best place to work”!

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.

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