Executive Assistant at A&D Mortgage

Description

At A&D Mortgage, we’ve been helping clients achieve their homeownership dreams for over 20 years — and we couldn’t do it without our team.
With more than 400 passionate professionals (and growing!), we’ve built a culture rooted in collaboration, continuous growth, and shared success.

Join a company that listens to your voice, invests in your development, and celebrates every win — big or small.

Your future starts here. Let’s grow together.

Overall Responsibilities:

We are seeking a proactive, highly confidential, and experienced Executive Assistant to support our C-Suite team. This is a pivotal role that requires exceptional judgment, the ability to anticipate executive needs, and the capacity to manage complex scheduling and operational flows across multiple departments. You will serve as the primary gatekeeper and liaison, ensuring the executive's time is maximized for high-impact decision-making.

Key Responsibilities:

Executive Time & Communication Management 

• Executive Time Management: Proactively manage and prioritize the executive's time, calendar, and appointments, resolving scheduling conflicts and ensuring preparedness for all internal and external meetings.
• Correspondence Management: Draft, proofread, and prepare high-level communications, presentations, and documents, often handling confidential information, and initiating correspondence on the executive's behalf.
• Meeting & Travel Logistics: Oversee all logistical planning, including complex domestic and international travel itineraries, expense reports, and multi-party meeting scheduling (in-person and virtual).
• Information Synthesis: Collect, analyze, and synthesize information from various sources to prepare comprehensive reports and summaries, enabling rapid executive decision-making.

Operational Liaison & Project Support

• Executive Representation: Represent the executive with professionalism and discretion by welcoming high-level guests and serving as a knowledgeable liaison to internal stakeholders, external partners, and clients.
• Confidentiality & Compliance: Uphold the strictest levels of confidentiality to protect company operations, trade secrets, and sensitive personnel information.
• Departmental Coordination: Drive and complete small-to-midsize projects by assigning tasks, coordinating with internal teams, and ensuring timely delivery of results.

Institutional Knowledge Management

• System Ownership: Develop, maintain, and manage efficient filing and retrieval systems for critical documentation and historical records.
• Meeting Documentation: Accurately record, track, and distribute minutes and action items from key internal meetings, ensuring accountability across leadership.

Qualifications

• At least 3 years of experience supporting Director or C-Level executives in a high-growth or fast-paced corporate environment.

• Exceptional Judgment and Discretion: Proven ability to handle highly sensitive and confidential material with integrity and maturity.

• Advanced Proficiency: Expert-level command of Microsoft Office Suite (Outlook, Excel, PowerPoint) or similar productivity software (e.g., Google Workspace).

• Project Management Skills: Demonstrated ability to manage competing priorities, meet tight deadlines, and navigate a complex, ambiguous environment.

• Superior Communication: Excellent verbal and written communication skills with the ability to tailor messaging for both internal and external executive audiences.

• Bachelor's degree in Business Administration, Communications, or Industrial and Organizational Psychology

Nice-to-Haves

• Experience in the financial services, mortgage, or a similarly regulated industry.

• Familiarity with modern expense reporting and travel booking platforms.

WE OFFER

• PTO/Sick Days
• Comprehensive medical, dental, vision benefits
• Paid volunteer hours
• Life Insurance, Short-term Disability, and Long term Disability
• Health Savings Account
• 401k
• Paid training and career development
• Onsite fitness center for employees
• Gourmet cafeteria with affordable homemade breakfast and lunch
• Healthy grab and go snacks
• Career Growth: As part of a growing and evolving company, you will have ample opportunities to develop your career, take on new challenges, and make a significant impact.
• Work-Life Balance
• Inclusive Culture: We are committed to fostering a diverse and inclusive workplace where all employees feel valued and empowered. We celebrate unique perspectives and believe diversity drives innovation.
• Cutting-Edge Technology: Access state-of-the-art learning tools and technologies to enhance your own professional development and that of the entire organization.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.