Executive Assistant

Patriot Growth Insurance Services - Media, PA

Full-time - Entry Level

Media, PA

1,001-5,000 employees

Insurance Carriers and Related Activities

About the position

Patriot, a growth-focused national insurance services firm founded in 2019, is seeking a highly motivated and dependable Executive Assistant to join our team in Media, PA. This role is crucial in providing administrative support to ensure smooth daily operations and efficient workflow within the company. The ideal candidate will be detail-oriented, organized, and possess excellent communication skills. As an Executive Assistant, you will thrive in a fast-paced environment, demonstrating a proactive approach and strong problem-solving abilities. This position requires in-office attendance from Monday to Friday, 8:30 AM to 5:00 PM. In this role, you will manage incoming phone calls and electronic correspondence, ensuring prompt and professional responses. You will greet and receive visitors, clients, and guests courteously, coordinate company celebrations, and oversee facility maintenance to maintain a well-kept working environment. Additionally, you will organize meetings and events, assist in setting up workstations for new hires, and manage the sorting and delivery of mail. Your responsibilities will also include providing marketing support to Account Assistants, scheduling training sessions, managing office supplies, and maintaining documentation for commercial policies. The Executive Assistant will play a vital role in daily deposit management, commission income reconciliation, and the generation of Aged Accounts Receivable reports. You will be responsible for billing commercial policies, creating Certificates of Insurance, processing policy changes, and ensuring compliance with insurance requirements. This position requires a high level of independent initiative and the ability to execute detail-oriented work in a fast-paced environment, making organizational skills essential for success.

Responsibilities

• Managing incoming phone calls and electronic correspondence with prompt and professional responses.
• Greeting and receiving visitors, clients, and guests in a courteous and hospitable manner.
• Coordinating the arrangement of birthday celebrations and company flowers.
• Managing the processing and verification of check deposits.
• Monitoring and overseeing facility maintenance to ensure a well-maintained working environment.
• Coordinating and organizing meetings and events, ensuring seamless execution.
• Assisting in setting up equipment and workstations for new hires.
• Handling the sorting, delivery, and organization of incoming and outgoing mail.
• Providing printing and marketing support to other Account Assistants as needed.
• Scheduling and coordinating training sessions in collaboration with Account Managers.
• Managing inventory and procurement of office supplies.
• Assigning incoming policies to customers for accounting transactions.
• Maintaining documentation and tracking of all commercial policies' 'Notice of Cancellations.'
• Overseeing daily deposit management and proper allocation of funds to customers.
• Applying and reconciling commission income to Life & Health policies.
• Generating and reviewing Aged Accounts Receivable reports bi-weekly, promptly notifying agents, as well as the COO and Office Manager.
• Billing all commercial Captive policies and tracking payment on FET Spreadsheet.
• Creating and sending Quarterly Captive FET report.
• Managing the creation and issuance of Certificates of Insurance.
• Processing policy changes and ensuring accurate and timely updates.
• Handling the processing of audits to ensure compliance with insurance requirements.
• Renewing policies by verifying and updating information in the agency management system (AMS) and promptly distributing the insured copy if available.
• Entering claim information into the AMS for efficient claims management.
• Scanning and attaching carrier notices in the AMS to maintain organized and accessible records.

Requirements

• Minimum of 1 year prior Executive Assistant experience.
• Previous experience demonstrating a high level of independent initiative required.
• Proficient in Microsoft Office products and above average Excel skills.
• High level of computer skills with the ability to create/manipulate graphs, spreadsheets, data, and various correspondence.
• Excellent professional communications skills.
• Ability to multi-task and prioritize tasks/projects.
• Ability to execute detail oriented work in a fast-paced environment.
• Organizational skills required.

Benefits

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid Parental Leave
• Paid holidays
• Personalized PTO
• Company paid Short-Term Disability
• Company paid Long-Term Disability
• Company paid Group Term Life