Executive Assistant
1 month ago
**About Patriot**: Founded in 2019, Patriot is a growth-focused national insurance services firm that partners with employee benefits and property & casualty agencies across the United States. We are committed to working with like-minded individuals that share our vision of creating an insurance agency focused on operational excellence and a relentless pursuit of growth. Our collaborative model delivers resources and strategic support to its agencies, whose leaders continue to operate with a high degree of autonomy in their local markets. Patriot’s unique equity model creates alignment with its partner agencies, and its operating philosophy fosters enhanced career opportunities for its dedicated associates. With 100+ offices in 23 states and more than 1,700 professionals, Patriot is a top 60 U.S privately held insurance agency that ranks in the top-20 amongst privately held employee benefits agencies.
**About Safegard**: The Safegard Group, Inc. is a regional insurance brokerage and risk management consulting agency that services corporate, institutional, professional, and individual clients. We take a partnership approach to providing custom designed insurance programs and risk management solutions. Safegard is dedicated to superior service that is often not evident in the brokerage community. We have experienced outstanding growth since our 1994 inception, and we continue to selectively solicit accounts that value our technical and service capabilities. By utilizing our long-term relationships with insurers, third party providers, and key industry resources, we are able to provide comprehensive solutions and services to our clients. Safegard has three primary business divisions: Commercial Lines, Personal Lines, and Employee Benefits and is a proud partner agency of Patriot Growth Insurance.
**This position is in-office Monday-Friday from 8:30am-5:00pm in Media, PA.**
**Primary Job Responsibilities**:
- Managing incoming phone calls and electronic correspondence with prompt and professional responses.
- Greet and receive visitors, clients, and guests in a courteous and hospitable manner.
- Coordinate the arrangement of birthday celebrations and company flowers.
- Manage the processing and verification of check deposits.
- Monitor and oversee facility maintenance to ensure a well-maintained working environment.
- Coordinate and organize meetings and events, ensuring seamless execution.
- Assist in setting up equipment and workstations for new hires.
- Handle the sorting, delivery, and organization of incoming and outgoing mail.
- Provide printing and marketing support to other Account Assistants as needed.
- Schedule and coordinate training sessions in collaboration with Account Managers.
- Manage inventory and procurement of office supplies.
- Assign incoming policies to customers for accounting transactions.
- Maintain documentation and tracking of all commercial policies' "Notice of Cancellations."
- Oversee daily deposit management and proper allocation of funds to customers.
- Generate and review Aged Accounts Receivable reports bi-weekly, promptly notifying agents, as well as the COO and Office Manager.
- Bills all commercial Captive policies and tracks payment on FET Spreadsheet.
- Creates and sends Quarterly Captive FET report.
- Manage the creation and issuance of Certificates of Insurance.
- Process policy changes and ensure accurate and timely updates.
- Handle the processing of audits to ensure compliance with insurance requirements.
- Renew policies by verifying and updating information in the agency management system (AMS) and promptly distributing the insured copy if available.
- Enter claim information into the AMS for efficient claims management.
- Scan and attach 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
**WHY PATRIOT?**
Patriot offers the opportunity to be a part of a fast-growing company at its inception. We strive to create a flexible and collaborative environment for our employees, and our goal is to provide enhanced career opportunities for our dedicated and professional team.
In addition to a competitive salary, we provide a comprehensive health and welfare program to employees, family members and domestic partners. Employees are eligible for benefits coverage the first of the month following 30 days of employment. We offer:
- Medical, Dental, and Vision Benefits
- Flexible Spending Account
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