Executive Assistant to Chief Executive Officer

DESCRIPTION : We are seeking a highly organized and proactive individual to join our team as an Executive Assistant. This role combines the responsibilities of managing office operations while providing high-level administrative and executive (C-Suite) support. The ideal candidate is a detail-oriented professional who excels at multitasking, communication, and maintaining a well-functioning work environment.

RESPONSIBILITIES:

Executive Support:

Provide high-level administrative support to C-Suite and senior leadership, including calendar management, travel arrangements, and correspondence. ·

Manage complex schedules and coordinate meetings, conferences, and events for executives. · Prepare reports, presentations, and documents for executive review.

· Handle confidential information with discretion and professionalism.

· Act as a point of contact between executives and internal/external stakeholders, such as Board of Directors members.

· Process monthly expense reports, as requested.

Office Administration:

· Oversee daily office operations, ensuring the workplace runs smoothly and efficiently.

· Retrieve and distribute daily mail.

· Manage office supplies and equipment, ensuring inventory is well-stocked and equipment is properly maintained.

· Coordinate with external vendors and service providers for office-related services (e.g., facilities, cleaning, IT).

· Manage physical security adherence for all employees (building badges, parking information, visitors, etc.) working with security and property management vendors. Responsible for annual audits.

· Ensure compliance with health and safety regulations and manage office facilities to create a productive work environment.

· Maintain a welcoming and organized office environment for employees and visitors; manage security log and badging.

Project Coordination:

· Assist in coordinating cross-departmental projects and company-wide initiatives; NMLS, Collection, and AMC licensing activities. Work with Chief Administration Officer and vendors to coordinate critical activities and reports.

· Ensure timely communication and progress tracking for ongoing projects.

· Support C-Suite in the implementation of organizational strategies.

· Maintain policies and procedures for facilities, physical security, and office policies; participate in annual audits.

Team Coordination

· Assist HR in team-building activities, company events, and participate in employee engagement initiatives.

· Coordinate with Plano office staff to assist with daily/monthly office operations requirements.

Budget & Financial Oversight:

· Assist in managing office-related budgets, including supply procurement and facility expenses.

· Manage monthly expense reports for CEO and report corporate credit card expenses to AP.

· Work with finance teams to process expense reports, invoices, and other financial documentation for executives.

QUALIFICATIONS: Required Education and Experience:

· Minimum 5-7 years’ experience supporting C-level executives or senior management.

· Bachelor’s degree in Business Administration, Office Management, or a related field.

· Exceptional organizational and multitasking abilities.

· Strong written and verbal communication skills.

· Proficiency in Microsoft Office Suite.

· Ability to work independently, prioritize tasks, and manage time effectively.

· Discretion and integrity in handling sensitive and confidential information.

· Strong problem-solving skills and a proactive approach to challenges.

· Knowledge of office procedures and budget management.

· Notary license is a plus, not required.

· Financial services industry experience is a plus, not required.