Executive Assistant

at  Patriot Growth Insurance Services

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.
Overview: Are you a detail-oriented and organized individual with excellent communication skills? We are seeking a highly motivated and dependable Executive Assistant to join our team. As an Executive Assistant, you will play a crucial role in providing administrative support to our company, ensuring smooth daily operations and efficient workflow. The ideal candidate is proactive, able to multitask effectively, and possesses strong problem-solving abilities. If you thrive in a fast-paced environment and have a passion for supporting teams, this could be the perfect opportunity for you to contribute to our success!

• 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.
• Apply and reconcile commission income to Life & Health policies.
• 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