Executive Assistant

About Key Mortgage Services

When you show your people some love, good things happen. As an independent, family-owned business, Key Mortgage feels like a big family because that’s exactly what we are. Our secret is we invest in our people, and they keep getting better — so our company does, too. Support starts on day one, so you can focus on what’s most important — delivering the highest quality home financing services to our customers. At Key Mortgage, we’ve got your back.

Job Summary

The Executive Assistant/Operations Coordinator is responsible for organizing and synchronizing the activities of various managers and departments within Key Mortgage. We are seeking an organized and detail-oriented Executive Assistant/Operations Coordinator to play a crucial role in the efficient functioning of Key Mortgage Services (KMS). This position will be responsible for overseeing daily tasks, providing essential support to company leadership, and coordinating various operational activities.

Essential Duties and Responsibilities

Daily Tasks and Oversight:

• Conduct daily briefings with the President, presenting updates and necessary documentation.
• Monitor and route customer requests from the Key Mortgage information mailbox and business voicemails to appropriate departments.
• Act as a point of contact for courier escalations for Key Mortgage and Martingale offices.
• Handle Key Mortgage supply orders, reference materials, and membership renewals.
• Maintain updated phone and birthday lists, email distribution lists, and organizational charts.

Meeting and Reporting Management:

• Compile and organize monthly reports and departmental data for leadership team.
• Create presentations, graphs, and reports for Sales and Operations Meetings.
• Prepare, record, and distribute meeting minutes for high-level meetings.
• Monitor leadership meeting calendars, project deadlines, and deliverables.

Financial Administration:

• Reconcile petty cash and credit card statements for the President and SVP of Operations.
• Review, submit, and allocate invoices, expense reports and reimbursements using our accounting platform.

Event and Travel Coordination:

• Plan and manage recurring monthly meetings and events, including logistics and catering.
• Assist in booking travel arrangements for management and employees and facilitate travel reimbursements.

Front Desk:

• Provide reception desk coverage and phone support when needed.
• Review and manage courier bags and contacts.
• Handle incoming and outgoing mail, track postage, and maintain postage machine supplies.
• Order and stock office supplies, including maintaining breakroom areas.
• Manage and track maintenance requests.
• Facilitate the usage of temporary key cards and maintain tracking records.

Requirements

• Bachelor's degree or equivalent work experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Proficiency in Google Workspace strongly preferred.
• Previous experience in administrative or applicable operations roles is preferred.
• Ability to work independently and collaboratively in a fast-paced environment.
• Mortgage industry experience preferred

Benefits

• PTO
• VTO
• Medical
• Dental
• Vision