Executive Administrative Assistant to Mortgage Loan Officer

Description

About Us

Our mission is simple: we want to provide the very best in Mortgages. People love our products and people love working here too. We've been recognized as a "Top Workplace" for 5 years in a row.

What You'll Do

We are seeking a highly organized, proactive, and experienced Executive Assistant to support a high-performing Mortgage Loan Officer. The ideal candidate must have a proven track record as an Executive Assistant, preferably in a fast-paced environment such as mortgage, real estate, or finance. You will be responsible for managing day-to-day administrative tasks, including email and calendar management, lead tracking and follow-up, assisting with marketing duties, and ensuring seamless workflow across all client interactions. The ideal candidate must be a self-starter, possess excellent organizational skills, and take ownership of tasks with minimal supervision.

Key Responsibilities:

1. Email Management:

• Handle the Loan Officer’s inbox with precision and efficiency.
• Prioritize and filter important communications, respond to routine inquiries, and escalate urgent matters as needed.
• Ensure that all emails related to client interactions, follow-ups, and leads are responded to in a timely and professional manner.

2.  Calendar Management:

• Manage and maintain the Loan Officer’s calendar with complete ownership.
• Schedule meetings, calls, and appointments with clients, real estate agents, and partners, ensuring no conflicts arise
• Coordinate travel and event planning when necessary.

3.  Lead Management & Tracking:

• Track and manage approximately 80 leads per month from initial contact to loan closing.
• Ensure all leads are followed up on promptly and thoroughly, updating the CRM system with relevant information and progress.
• Proactively engage with leads to maintain consistent communication and ensure no opportunities are missed.
• Monitor loan pipelines and track key milestones throughout the loan process, ensuring clients receive updates.

4.  Client Follow-Up:

• Proactively follow up with clients and partners at key stages of the loan process.
• Provide updates to clients, respond to inquiries, and coordinate next steps in the mortgage approval process.
• Ensure that clients have a seamless and smooth experience by anticipating their needs and addressing concerns quickly.

5.  Assist with Marketing Duties:

• Help prepare and distribute marketing materials, including email blasts and newsletters.
• Assist with blog post writing, ensuring content aligns with the Loan Officer's voice and messaging.
• Handle the scheduling and distribution of regular marketing communications, ensuring consistency and timely delivery.

6.  Administrative Tasks:

• Assist with preparing pre-approvals, collecting required documents, and ensuring the smooth flow of all mortgage-related paperwork.
• Perform other administrative duties, including file management and database updates.
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The ideal candidate is a highly organized, results-driven professional who thrives in a fast-paced environment. They should have a track record of taking initiative, managing complex tasks with minimal oversight, and consistently delivering high-quality work. A strong sense of ownership, urgency, and attention to detail are critical to success in this role. Experience in mortgage or real estate is a strong plus.

If you are looking for a dynamic role where you can take full ownership of your responsibilities and help scale a successful mortgage business, we’d love to hear from you!

Requirements

Skills and Qualifications:

• Proven Experience: Minimum 3-5 years of experience as an Executive Assistant, ideally in the mortgage, real estate, or finance sectors.

• Proactive and Self-Motivated: Must take ownership of tasks, show initiative, and be comfortable making decisions independently.

• Organizational Skills: Demonstrated ability to manage complex email inboxes, calendars, and multiple tasks simultaneously with accuracy and attention to detail.

• High Sense of Urgency: Ability to manage time-sensitive tasks and respond quickly to pressing matters.

• Strong Communication: Excellent verbal and written communication skills, able to interact professionally with clients, real estate agents, and business partners.

• Technologically Savvy: Proficient in CRM software (e.g., Salesforce), email marketing platforms (e.g., Mailchimp), and productivity tools like Google Workspace or Microsoft Office Suite.

• Confidentiality: Ability to handle sensitive information with the utmost discretion.

• Problem-Solving Skills: A critical thinker who can anticipate needs, troubleshoot issues, and present solutions.

• Detail-Oriented: Capable of managing intricate details related to loans, lead tracking, and client communications without oversight.

Salary : $24 - $34