Executive Assistant - Midland Mortgage

Description:

We are seeking a highly organized, proactive, and dedicated Executive Assistant to provide comprehensive support to the senior leadership of the Mortgage Acquisition team in our mortgage division. This role creates capacity for leadership to focus on the goals and long-term initiatives of the organization while also performing critical support tasks with the appropriate level of attention and care. This is an excellent opportunity for an energetic and enthusiastic person who likes working in a fast-paced environment, enjoys creative problem solving, and genuinely desires helping others.

Primary Responsibilities

The primary responsibilities include:

• Manage and maintain calendars, including scheduling meetings, appointments, and travel arrangements.
• Organize and coordinate meetings, ordering meals as necessary.
• Plan and execute employee events, ensuring all logistics are managed seamlessly.
• Manage all new employee onboarding needs, including equipment purchase, software and system access requests, and scheduling all onboarding meetings and training for new hires
• Organize document & data management, utilizing shared network folders and drives with intuitive nomenclature
• Manage office supplies, equipment maintenance, and new equipment orders.
• Distribute tickets to company-sponsored events
• Ensure the office environment is organized and efficient.
• Prepare invoices and expense reports for processing.
• Assist in managing office administrative projects by tracking progress, coordinating with team members, and ensuring deadlines are met.
• Interfacing with technology support team and facilities team on behalf of department members
• Assist with disaster recovery planning and implementation
• Anticipate the needs of leadership and proactively address potential issues before they arise.
• Handle other administrative duties as required.

Position Requirements

The ideal candidate will have the following experience, skills and attributes:

• Minimum of 3 years of experience in an executive assistant or similar role.
• A positive attitude, a passion for serving others, and the ability to maintain composure under pressure.
• Takes a proactive and creative approach to identifying and meeting needs.
• Employs best practices with respect to task management and personal productivity tools.
• Exceptional organizational and time management skills.
• Strong interpersonal skills and ability to interact effectively with a variety of individuals in a prompt and professional manner.
• Reliable with a high attention to detail, accuracy, and strong follow-through on tasks and projects.
• Thrives in a fast-paced environment and exercises good judgment in decisions and priorities.
• Maintains a high level of discretion in all interactions and communications.
• Proficiency in office software (e.g., Microsoft Office Suite, Asana).