Executive Assistant

About the role

The Mortgage Law Firm is seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide direct support to our Chief Executive Officer (CEO) and Chief Operating Officer (COO). This individual will be responsible for managing executive schedules, coordinating meetings, tracking priorities, handling communications, arranging travel, supporting special projects, and serving as a liaison between executive leadership and internal and external stakeholders.

What you'll do

Executive Support

• Manage and coordinate executive calendars for the CEO and COO.
• Schedule meetings, conference calls, appointments, and virtual events.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare and organize meeting agendas, reports, presentations, and supporting materials.
• Draft correspondence, internal communications, and executive-level documents.
• Monitor and help prioritize incoming communications and requests.
• Manage confidential and sensitive information with discretion and professionalism.

Meeting & Project Coordination

• Attend meetings as requested and document meeting notes, decisions, and action items.
• Track assignments, deadlines, and follow-up activities.
• Assist with planning and coordination of leadership meetings and strategic initiatives.
• Coordinate communication and follow-up among leadership team members.

Travel & Event Planning

• Coordinate travel arrangements.
• Prepare detailed travel itineraries and supporting documentation.
• Manage travel-related expenses and reimbursement submissions.
• Assist in planning executive participation at conferences, industry events, or travel between offices.

Administrative Operations

• Coordinate document review, approvals, and electronic signatures.
• Prepare reports, spreadsheets, and presentations using Microsoft Office applications.
• Assist with expense reporting, invoice processing, and administrative workflows.
• Maintain records and organizational systems that support executive operations.

Communication & Relationship Management

• Serve as a professional point of contact between the CEO, COO, leadership team, clients, vendors, and business partners.
• Support the preparation of executive communications and company announcements.
• Handle sensitive matters with professionalism, diplomacy, and sound judgment.

Qualifications

Required

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Excellent attention to detail and accuracy.
• Ability to prioritize competing demands in a fast-paced environment.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred

• Experience supporting multiple executives simultaneously.
• Experience in a legal, financial services, mortgage servicing, or professional services environment.
• Experience coordinating projects and managing deadlines.
• Familiarity with event planning, travel coordination, and leadership meeting support.

Knowledge, Skills & Abilities

• Strong judgment and decision-making skills.
• Ability to anticipate needs and solve problems independently.
• Exceptional follow-through and accountability.
• Professional demeanor and executive presence.
• Strong interpersonal and relationship-building skills.
• Ability to work effectively with individuals at all levels of the organization.
• Comfortable managing multiple projects and changing priorities.