Executive Assistant (Mortgage Industry) (AM0409FT)

Schedule: Monday–Friday, 8:00 AM – 5:00 PM CST/CDT

About the Role

A growing mortgage lending operation based in Plano, Texas is looking for a detail-oriented, systems-focused Virtual Assistant to manage their marketing technology stack, CRM platforms, digital workflows, and marketing content production.

You'll own the platforms, processes, and content that keep a high-producing mortgage business running behind the scenes — CRM health, marketing campaigns, content creation, referral tracking, and reporting. Client-facing communication is handled by the Loan Officer and Loan Assistant, so your focus stays entirely on systems and output, not phone or email conversations with borrowers.

You'll work closely with two people:

• The Loan Officer (LO) – sets strategy, marketing priorities, and approves all content
• The Loan Assistant (LOA) – coordinates daily pipeline data, campaign inputs, and system updates

Your mission: make sure every system is running, every campaign is active, every contact database is current, and every piece of marketing content is ready when needed.

What You'll Do

CRM & Marketing Automation

• Manage and maintain the MLOFLO CRM daily: campaign health, contact records, lead routing, and delivery monitoring
• Source-tag and assign every new lead to the correct drip campaign within 24 hours
• Monitor active email/SMS campaigns weekly (delivery, bounce rates) and flag issues to the LO/LOA
• Keep contact records clean — no duplicates, no missing info, no outdated statuses
• Build and update campaign sequences as directed (all changes require LO approval)

Homebot Platform Management

• Maintain and grow the Homebot subscriber database (past clients and agent partners)
• Enroll new contacts within 5 business days of a closed loan or completed campaign
• Monitor monthly report delivery and resolve failures
• Deliver a monthly subscriber and engagement summary to the LO

Agent Database & Referral Partner Support

• Maintain the active agent partner database and referral partner database (CPAs, financial advisors, estate attorneys, insurance agents)
• Coordinate the home health check-in program: database pulls, enrichment (Clay, Apollo, MMI), and handoff to the call team
• Log every referral the same day it's made; prepare quarterly partner performance reports

Marketing Content & Design

• Create professional flyers, one-pagers, and recruiting materials using brand-approved templates (Canva, Adobe Express, or PowerPoint)
• Maintain a social media content calendar (Instagram, Facebook, LinkedIn) for LO approval before posting
• Draft blog content and post-closing marketing materials
• Coordinate AI-clone video production scheduling (CloneIQ / Heygen)

Reporting & Analytics

• Deliver a weekly campaign performance snapshot and a monthly pipeline source breakdown
• Maintain the referral tracking spreadsheet and deliver quarterly partner reports
• Prepare clean, mobile-friendly metric summaries the LO can review in under two minutes

Post-Close Strategy Support

• Enroll every closed borrower into Homebot and the appropriate nurture campaign within 5 business days
• Flag 30-day, 90-day, and 12-month post-close touchpoints for the LO's call list

What We're Looking For

Required

• Hands-on, demonstrable experience with at least one CRM platform (MLOFLO, HubSpot, Follow Up Boss, or equivalent) — production experience, not theoretical
• Comfortable with email/SMS marketing automation: building sequences, monitoring performance, troubleshooting delivery
• Strong data management skills: contact databases, deduplication, list imports/exports
• Graphic design capability using Canva, Adobe Express, or similar (templates provided)
• Strong written English — clear, professional, and typo-free
• Highly organized and self-directed; able to manage multiple workflows and meet deadlines with minimal supervision

Nice to Have

• Experience supporting a US-based mortgage loan officer, real estate agent, or financial services professional
• Familiarity with Homebot, Clay, or Apollo (data enrichment tools)
• Experience producing reports for non-technical stakeholders
• Familiarity with CloneIQ, Heygen, or other AI video production tools

Benefits

• 100% remote work.
• 40 hours per week.
• Vacation benefits after 1 consecutive year with us!
• Experience working with international clients.
• Improvement in your English skills.
• Development plans.
• Training with tools and team support.