Address
Form of workJOB SUMMARY: The Executive Assistant is responsible for providing comprehensive support to the CEO and Board of Directors and administrative support to the Senior Executive Team. This position requires a high level of confidentiality and discretion with the ability to perform a diverse set of responsibilities that cut across the organization and to serve as a partner to company leaders in order to help them achieve their goals and objectives.
Support activities include, but are not limited to, maintaining meeting agenda and minutes, recordkeeping, correspondence, communications, scheduling, assisting with travel arrangements, special projects, and organizing on and off-site meetings and conferences. Will work closely with the business development team and human resources department to facilitate onsite visits of current and prospective team members and industry partners. Will serve as the primary point of contact for the corporate offices and facilities at a receptionist desk, always representing the company in a professional manner while dealing with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
DUTIESANDRESPONSIBILITIES include, but are not limited to the following. Other duties may be assigned.
• Routinely administrate confidential information, communications and contracts of the Board of Directors, the company, executives and employees.
• Act as a liaison between the corporation and branch offices, outside agencies, and business partners.
• Plan and coordinate Board of Directors and Senior Executive Management meetings.
• Attends meetings, takes minutes, and prepares the documents for distribution and for inclusion in the company's formal records, maintaining confidentiality as required.
• Follow-up with Management on meeting action items and providing support, information, and additional coordination upon request.
• Types, designs and distributes general correspondences, memos, presentations, reports, etc. on behalf of the Board of Directors, the Company, and Senior Management as requested.
• Proofreads documents for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Establishes, develops, maintains and updates filing system on behalf of the Company and its Board of Directors, to include LLC Member files, executed agreements and contracts, and other important documents.
• Serve as an Executive Assistant to the CEO assisting with a broad variety of administrative and strategic tasks including, but not limited to, calendar management and scheduling, assisting with correspondence, travel arrangements and itinerary, collecting and preparing information for meetings, expense report management, and contact and database management within assigned platforms.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, keeping them abreast of the needs within the organization, and anticipating the CEO's needs in advance of meetings, conferences, etc.
• Provide a smooth bridge for communication and collaboration between the CEO and internal team members, demonstrating support of open lines of communication, trust, and support and managing inquiries quickly and proactively.
• Sustains daily calendars of meetings and events for assigned Executive Managers; understands the business preferences and priorities of each assigned manager in order to best support their time.
• Coordinate all aspects of branch manager meetings, retreats, or special meetings at the direction of the CEO, to include but not limited to travel arrangements, reservations, meals, activities, agendas, presentations, etc.
• This function may, or may not, participate as a mandatory member of an Event Committee.
• Regularly communicating important information to attendees, as well as information that may provide for ease of attendance and positive venue stay.
• Attend, facilitate and assist with meetings, ensuring that Mann Mortgage Corporate is represented in a positive and professional manner.
• Assist in preparing and maintaining corporate insurance renewal packages, distributing information as required to include required notifications to the insurance company of new branch offices and of terminated branches - requires obtaining building information and content.
• Ensure both new and existing branches have all required employer and lender postings in their office locations.
• Assist Executives with quarterly, annual, special awards and incentive programs, including, but not limited to compiling data, nominations, ordering plaques, distributing awards, communications, and assuring the accurate administration of the award or program.
• Assist with Branch Manager recruiting and onboarding activities as requested by the Pre-Boarding team. This may include assisting with scheduling meetings for the CEO and other Executives, coordinating onsite meetings with Corporate Managers, ensuring meeting space is guest-ready, ensuring the CEO and Owner are equipped with candidate information, taking minutes for the Executive panel interview, and gathering feedback for the branch recruiting team.
• Professionally administer and screen all incoming calls and on-site visitors, redirecting as necessary. Takes messages or fields/answers for both routine and non-routine questions.
• Sort and distribute mail and deliveries to appropriate departments in an accurate and timely manner, taking special care of sensitive/confidential items, and ensuring the CEO and Owner's mail is provided to them.
• Ensure the front lobby, boardroom, and public areas of the primary Corporate building are professional and guest-ready at all times.
• Communicate HQ building needs, work order requests, or property needs to the Property and Employee Advocacy Coordinator; providing assistance, reminders, and/or support as requested/needed.
• Communicate with the Property and Employee Advocacy Coordinator regarding Corporate activities (luncheons, meetings, events) and guest visitors (branch managers, remote teams, etc.) to ensure the space is user-ready and available for use and cleaned and secured after use.
• Organize and maintain the Corporate vending program and ensure office supplies are kept stocked per established guidelines.
• In coordination with Human Resources, assist visitors with temporary badge access as needed.
• Coordinate, facilitate, and monitor the Corporate off site parking program when applicable.
• Provide Notary services as needed.
• Promote professionalism, teamwork, communications and problem resolution between the Board of Directors, Senior Executive Management, branches, and support departments.
• Successfully complete and comply with the annual AML/Fraud training and other mandatory trainings that may be assigned.
• Meet expectations for attendance, punctuality and scheduling.
• Maintain a highly secure workspace area ensuring all sensitive information, accounts, files, and access is secure at all times.
• Shall demonstrate, at all times, cooperative behavior and positive interaction with supervisors and Company team members and departments, branch personnel and investors, ensuring all communications and interactions are done in a courteous, professional, and timely manner.
• Supports Mann Mortgage Mission, Vision and Sales First culture.
• Consistently display a high level of professionalism and integrity in all interactions associated with Mann Mortgage the Company and Mann Mortgage personnel, and
• Perform other duties as required/assigned.
Requirements
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
• Confidentiality and discretion in handling corporate information and employee personal information is an absolutely requirement.
• Excellent interpersonal and written and verbal communication skills demonstrated by effective and professional communications.
• Ability to multi-task and prioritize with attention to detail in a fast-paced environment while working with minimal supervision.
• Ability to relate to both internal and external individuals at all levels of the organization with professionalism and diplomacy.
• Proficiency with MS Suite is required.
• Ability to organize information and prepare reports and professional documents
• Data entry; type a minimum of 45 WPM
• Ability to problem solve while considering details but also understanding the big picture.
• Punctual self-starter with the ability to work independently and with a team.
• Ability and patience to work around and through interruptions.
• Ability to represent, anticipate, and support the corporate needs and image in a positive and professional manner. Independent judgment is required to plan, prioritize, and organize a diversified workload.
• Professional appearance, business casual, business professional as required.
EDUCATION AND EXPERIENCE
• High school degree or equivalent required. Associate degree preferred.
• 2+ years administrative assistant or related position with an emphasis on executive level responsibilities.
• Event planning or related experience required.
Support activities include, but are not limited to, maintaining meeting agenda and minutes, recordkeeping, correspondence, communications, scheduling, assisting with travel arrangements, special projects, and organizing on and off-site meetings and conferences. Will work closely with the business development team and human resources department to facilitate onsite visits of current and prospective team members and industry partners. Will serve as the primary point of contact for the corporate offices and facilities at a receptionist desk, always representing the company in a professional manner while dealing with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
DUTIESANDRESPONSIBILITIES include, but are not limited to the following. Other duties may be assigned.
• Routinely administrate confidential information, communications and contracts of the Board of Directors, the company, executives and employees.
• Act as a liaison between the corporation and branch offices, outside agencies, and business partners.
• Plan and coordinate Board of Directors and Senior Executive Management meetings.
• Attends meetings, takes minutes, and prepares the documents for distribution and for inclusion in the company's formal records, maintaining confidentiality as required.
• Follow-up with Management on meeting action items and providing support, information, and additional coordination upon request.
• Types, designs and distributes general correspondences, memos, presentations, reports, etc. on behalf of the Board of Directors, the Company, and Senior Management as requested.
• Proofreads documents for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Establishes, develops, maintains and updates filing system on behalf of the Company and its Board of Directors, to include LLC Member files, executed agreements and contracts, and other important documents.
• Serve as an Executive Assistant to the CEO assisting with a broad variety of administrative and strategic tasks including, but not limited to, calendar management and scheduling, assisting with correspondence, travel arrangements and itinerary, collecting and preparing information for meetings, expense report management, and contact and database management within assigned platforms.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, keeping them abreast of the needs within the organization, and anticipating the CEO's needs in advance of meetings, conferences, etc.
• Provide a smooth bridge for communication and collaboration between the CEO and internal team members, demonstrating support of open lines of communication, trust, and support and managing inquiries quickly and proactively.
• Sustains daily calendars of meetings and events for assigned Executive Managers; understands the business preferences and priorities of each assigned manager in order to best support their time.
• Coordinate all aspects of branch manager meetings, retreats, or special meetings at the direction of the CEO, to include but not limited to travel arrangements, reservations, meals, activities, agendas, presentations, etc.
• This function may, or may not, participate as a mandatory member of an Event Committee.
• Regularly communicating important information to attendees, as well as information that may provide for ease of attendance and positive venue stay.
• Attend, facilitate and assist with meetings, ensuring that Mann Mortgage Corporate is represented in a positive and professional manner.
• Assist in preparing and maintaining corporate insurance renewal packages, distributing information as required to include required notifications to the insurance company of new branch offices and of terminated branches - requires obtaining building information and content.
• Ensure both new and existing branches have all required employer and lender postings in their office locations.
• Assist Executives with quarterly, annual, special awards and incentive programs, including, but not limited to compiling data, nominations, ordering plaques, distributing awards, communications, and assuring the accurate administration of the award or program.
• Assist with Branch Manager recruiting and onboarding activities as requested by the Pre-Boarding team. This may include assisting with scheduling meetings for the CEO and other Executives, coordinating onsite meetings with Corporate Managers, ensuring meeting space is guest-ready, ensuring the CEO and Owner are equipped with candidate information, taking minutes for the Executive panel interview, and gathering feedback for the branch recruiting team.
• Professionally administer and screen all incoming calls and on-site visitors, redirecting as necessary. Takes messages or fields/answers for both routine and non-routine questions.
• Sort and distribute mail and deliveries to appropriate departments in an accurate and timely manner, taking special care of sensitive/confidential items, and ensuring the CEO and Owner's mail is provided to them.
• Ensure the front lobby, boardroom, and public areas of the primary Corporate building are professional and guest-ready at all times.
• Communicate HQ building needs, work order requests, or property needs to the Property and Employee Advocacy Coordinator; providing assistance, reminders, and/or support as requested/needed.
• Communicate with the Property and Employee Advocacy Coordinator regarding Corporate activities (luncheons, meetings, events) and guest visitors (branch managers, remote teams, etc.) to ensure the space is user-ready and available for use and cleaned and secured after use.
• Organize and maintain the Corporate vending program and ensure office supplies are kept stocked per established guidelines.
• In coordination with Human Resources, assist visitors with temporary badge access as needed.
• Coordinate, facilitate, and monitor the Corporate off site parking program when applicable.
• Provide Notary services as needed.
• Promote professionalism, teamwork, communications and problem resolution between the Board of Directors, Senior Executive Management, branches, and support departments.
• Successfully complete and comply with the annual AML/Fraud training and other mandatory trainings that may be assigned.
• Meet expectations for attendance, punctuality and scheduling.
• Maintain a highly secure workspace area ensuring all sensitive information, accounts, files, and access is secure at all times.
• Shall demonstrate, at all times, cooperative behavior and positive interaction with supervisors and Company team members and departments, branch personnel and investors, ensuring all communications and interactions are done in a courteous, professional, and timely manner.
• Supports Mann Mortgage Mission, Vision and Sales First culture.
• Consistently display a high level of professionalism and integrity in all interactions associated with Mann Mortgage the Company and Mann Mortgage personnel, and
• Perform other duties as required/assigned.
Requirements
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
• Confidentiality and discretion in handling corporate information and employee personal information is an absolutely requirement.
• Excellent interpersonal and written and verbal communication skills demonstrated by effective and professional communications.
• Ability to multi-task and prioritize with attention to detail in a fast-paced environment while working with minimal supervision.
• Ability to relate to both internal and external individuals at all levels of the organization with professionalism and diplomacy.
• Proficiency with MS Suite is required.
• Ability to organize information and prepare reports and professional documents
• Data entry; type a minimum of 45 WPM
• Ability to problem solve while considering details but also understanding the big picture.
• Punctual self-starter with the ability to work independently and with a team.
• Ability and patience to work around and through interruptions.
• Ability to represent, anticipate, and support the corporate needs and image in a positive and professional manner. Independent judgment is required to plan, prioritize, and organize a diversified workload.
• Professional appearance, business casual, business professional as required.
EDUCATION AND EXPERIENCE
• High school degree or equivalent required. Associate degree preferred.
• 2+ years administrative assistant or related position with an emphasis on executive level responsibilities.
• Event planning or related experience required.
