Executive Assistant to the CEO

We are a high-energy, fast-paced, and close-knit family-oriented mortgage broker branch opening soon in the Katy/Cypress area of Houston. We pride ourselves on accountability, a "can-do" attitude, and providing a wonderful client experience. We are building a team of dedicated professionals who thrive in a dynamic environment and are committed to excellence. Our CEO is looking for a dedicated and proactive Executive Assistant to support their demanding schedule and contribute to the smooth operation of the branch.

Job Summary
We are seeking an experienced, highly organized and proactive Executive Assistant to support our CEO in a fast-paced corporate environment. The ideal candidate will possess exceptional administrative skills and the ability to manage multiple tasks efficiently. This role requires a detail-oriented individual who can maintain confidentiality, exhibit professionalism, and demonstrate excellent communication skills.

Duties

• Manage and maintain the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as a primary point of contact and gatekeeper for the CEO, managing correspondence, phone calls, and inquiries.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and arrange meetings, prepare agendas, and take minutes when necessary.
• Communicate with Realtors, clients and partners on a daily basis.
• Anticipate the CEO's needs and proactively address potential issues or problems.
• Handle sensitive and confidential information with discretion and integrity.
• Assist with both business and personal tasks as required, demonstrating flexibility in work hours and duties.
• Diffuse difficult situations professionally and calmly.
• Conduct research, compile data, and prepare reports.
• Manage expense reports and assist with basic bookkeeping tasks.
• Coordinate office events and activities as needed.
• Maintain an organized filing system (both physical and digital).
• Provide general administrative support to the CEO and potentially the leadership team.
• Provide comprehensive executive administrative and personal support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Handle front desk responsibilities, including greeting visitors and managing phone systems.
• Perform data entry tasks with accuracy and attention to detail.
• Transcribe meeting notes and prepare documents as needed.
• Assist in project coordination by tracking deadlines, organizing materials, and following up on action items.
• Maintain organized filing systems for both physical and digital documents.
• Prepare reports and presentations for internal and external meetings.
• Act as a liaison between the CEO and other partners, team members, or external stakeholders.

Qualifications

• Proven experience as an Executive Assistant for 3 years.
• Strong organizational skills with the ability to prioritize tasks effectively with the utmost detail.
• Proficiency in calendar management and scheduling software.
• Excellent verbal and written communication skills.
• Familiarity with project coordination principles is a plus.
• Proficient in using various office software applications (e.g., Microsoft Office Suite, Google Workspace, Gmail, etc ).
• A proactive approach to problem-solving with strong decision-making capabilities.
• Proven ability to anticipate needs, identify potential problems, and find solutions proactively.
• Strong ability to professionally and calmly diffuse challenging situations.
• High level of flexibility regarding work hours and willingness to assist with a variety of tasks (business and personal).
• Unwavering commitment to privacy and handling sensitive information confidentially.
• Proficiency in Word, Excel, PowerPoint, Gmail, Google Docs, Google Docs, Canva and other relevant office software.
• Ability to work independently with minimal supervision and as part of a team.
• "Can-do" attitude and a strong work ethic.
• Mortgage industry experience is preferred but not required.

This position is essential for ensuring that the CEO's time is managed efficiently while maintaining smooth operations within the organization. If you are an enthusiastic individual who thrives in a dynamic environment, we encourage you to apply.

Job Type: Full-time

Pay: $55,000.00 - $71,180.00 per year

Benefits:

• Health insurance
• Paid time off
• Referral program

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Katy, TX 77494 (Required)

Ability to Relocate:

• Katy, TX 77494: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $71,180