Executive Assistant

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.

OTHER DUTIES: Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.