Homeoffice Executive Assistant Project Coordinator II chez Claytonhomes

At Vanderbilt Mortgage, we believe homeownership makes lives better. For over 50 years, we’ve been committed to making homeownership more attainable for families across the country by providing mortgage solutions that unlock the freedom of home. As a national housing lender, we specialize in financing new and pre-owned manufactured and modular homes. With a diverse range of loan products, a reputation for world-class customer service and a coast-to-coast presence, Vanderbilt continues to be a leader in the industry. Our strength is our people—which is why we prioritize investing in our Team Members through opportunities for growth, a healthy work-life balance, and meaningful recognition of their contributions. Whether just starting out or bringing years of experience, Vanderbilt empowers our Team Members with the tools and training to build a successful career and reach their full potential.

Position Title:  Executive Assistant Project Coordinator II (Non – LO – No Consumer Contact)  

 Job Status:  ­­­­­­­­­­­­­­­­­­Full-Time/Salary

Reports to:  VP Risk Management                                                                     

Department: Finance

Amount of Travel:  5%

Vanderbilt Mortgage and Finance, Inc. was established in 1974 and currently services over 150,000 loans. Our strength as an organization is rooted in the quality of our people and products. We are an equal opportunity employer committed to creating a diverse workforce.  Furthermore, we're financially strong, with a reputation for leading the industry with unsurpassed products, a broad range of services and a coast-to-coast presence.  And we're professionally strong, from entry level to more experienced positions, we're actively recruiting individuals who are passionate, positive, and eager to learn. As a member of our team, we will equip you for success, you'll enjoy excellent benefits, opportunities for growth and an encouraging culture that supports work/life balance.

The Executive Assistant Project Coordinator II supports the Finance leadership team and VP of Risk Management by coordinating policy updates, ensuring compliance with laws and accounting standards, and assisting with risk management initiatives. This role facilitates cross-functional collaboration, organizes meetings and retreats, and manages key projects focused on regulatory compliance and process improvement. Responsibilities include developing project plans, leading meetings, tracking objectives, and enhancing compliance efforts.

Finance Leadership Support and Project Coordination

• Facilitate partnerships with other business units and serves as a liaison between departments and Finance management to ensure business needs are met in an efficient and effective manner.
• Attend meetings on behalf of VMF CFO, VP of Risk Management, Controller and other Senior Finance Managers, recording and documenting decisions and supporting the documentation of content for recordkeeping requirements or modernization efforts; transcribes notes when appropriate, reports back to leadership afterwards. 
• Collaborate with senior management to align projects with the organization’s strategic objectives, identifying key deliverables and milestones.
• Partner alongside the VP of Risk Management and the senior leadership team in major departmental goals and projects to mature Risk Management processes. These include research of regulatory changes and exam close out items and creating reporting and facilitating policy and procedure documentation for key projects.
• Partner with the Risk leadership team on regulatory research needs, conducts the research, making recommendations for needed business actions, audit processes and action items needed to close out past exam findings and mature third-party risk processes
• Develop and facilitates departmental training for team member development for the Risk Management Team
• Develop processes to enhance Incident Response for the company including developing a strong understanding of reporting and notification obligations as well as make recommendations to improve overall processes including requirements to continue business operations with vendors when an incident occurs
• Perform and develop audits on an as-needed basis for regulatory items, system access and business controls.
• Create structure for projects through the creation of project plans and documents key decisions and risk items made on designated projects. Reports and collaborates with senior leadership on decisions.
• Partner with senior business leaders on business controls documentation including systems, licensing, signing authorities, licensing items and new processes. Evaluates findings and makes recommendations for improvement.
• Develop Risk Awareness training for team members and customers
• Facilitate and partner with senior leadership in the development of an annual Risk Assessment including stakeholder communication, development of questionnaires, summarizing findings and making recommendations for needed audits or reporting.
• Perform data querying and analysis on an ad-hoc basis as needed for various projects assigned.
• Partner with the greater Finance senior leadership team on other major departmental projects or objectives needed in an administrative and project planning function
• Establish and cultivate relationships with peers in all departments supported by Finance to build trust and aid business objectives.
• Contact department leaders to discuss issues and challenges and report back to Finance leadership with summary and ideas for solutions.
• Partner on initiatives with other finance and accounting roles to reduce costs, improve customer experience, and increase efficiency.
• Communicate decisions regarding changes to directors, managers, supervisors, and other staff.

Reports and Presentations

• Conduct research, gather data, and help Finance leadership create and organize presentations in PowerPoint, Canva, and Smartsheets. May build other reports as needed.
• Prepare agendas for various team meetings, routine project reviews, and retreats.
• Monitor and report on project progress to senior management, addressing issues and adjusting as needed.
•  Self- report on capacity and any potential risks or barriers and communicates to senior leadership.

Administrative Support

• Perform general administrative tasks; Finance welcome communications for all new department hires, coordinating dept swag orders, etc.
• Facilitate quarterly Finance newsletter and lead a project team of Finance personnel to oversee execution
• Coordinate department events as needed including communication to invitees, scheduling of space and catering, ordering prizes or swag, ensuring event schedule is available and up to date, etc.
• Organize leadership events, scheduling of team building outings, department events, and contests.
• Assist TM’s with travel expenses and reimbursements; help TM’s from remote office coordinate travel in absence of personal credit cards and secures rental cars; ensure expenses can be covered while visiting home office in line with travel and expense reimbursement policies. 
• Provide content updates for team member training.
• Assist in implementation of new systems and internal audits as directed and as needed by senior leadership.
• Partner with the Finance leadership team to review, evaluate, and implement policy and procedural changes to meet federal and state laws and accounting rules and those specific to Risk Management functions.
• Prepare and send promotion announcements.
• Update directory for team member changes.
• Assist with process creation, data management, and coordination efforts for Finance teams.
• Serve on committees involving finance departments that range in context from engagement to compliance.
• Assist with non-technology related projects/programs.

Other duties as assigned

This job description is not an exhaustive list of all the functions that a team member and other duties may be assigned.

Please list the minimum requirements (i.e., level of education and years of related experience) needed to perform competently in this position.

• Education: High school diploma or equivalent. College degree in Accounting, Finance, or Business related field preferred.

• Experience: 6-8 years related experience with high school diploma or 2-4 years related experience with bachelor’s degree.
• Experience in Collections, Default Servicing, Accounting, Finance, Originations, or Operations a plus.
• Completion of some accounting college course work or related accounting/compliance/VMF data reporting experience helpful.
• Proficient in Microsoft Office Suite to include Excel, Outlook, Word, and PowerPoint and Canva
• Querying skills, knowledge of Sequel ViewPoint, Enterprise Data Warehouse (EDW), AS400, Accounting related ERP System desired
• Experience with regulations regarding loan servicing and originations a plus.
• Must have high reasoning skills and the ability to organize and prioritize tasks.
• Capable of managing changes that can and will occur periodically.
• Motivated and self-starter.
• Develops reports and deliverables for management and communicates with all levels of stakeholders.
• Ability to work in a team environment and also work independently.
• Good sense of urgency and follow up.
• Ability to manage multiple and/or conflicting responsibilities.
• Quality minded.
• Ability to set goals, identifying desired outcomes and developing a plan for achieving them.
• Capable of gathering facts accurately, analyze causes, and efficiently think through solutions.

PHYSICAL DEMANDS:

• Must be able to remain in a stationary position 75% of the time.
• Will be operating a computer and other office productivity machinery, such as a telephone, calculator, copy machine, and computer printer.
• Must be comfortable with various forms of communication including but not limited to email, Teams, over the phone, and Zoom.
• Must be able to exchange accurate information at all times.
• Will work in a state-of-the-art indoor temperature controlled, sealed window office environment.

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