District Administrative Assistant

Summary

Guild Mortgage Company, a mortgage banking firm, is dedicated to serving homeowners and buyers. They are seeking a District Administrative Assistant to support the District Manager and branches by handling various administrative tasks, including scheduling, accounts payable, and coordinating meetings.

Responsibilities

• Collect position offer terms and documentation for submission by the Regional Administrative Assistant
• Post for positions externally and review applicants; schedule interviews
• Coordinate with Management and Regional Administrative Assistant to facilitate staff and compensation changes and exceptions
• Work with Regional Administrative Assistant to track terminated employee procedures, including return of equipment, elimination of system and 3rd party vendor access
• Answer phones and manage appointments and travel for District Manager
• Communicate proactively with District Manager on schedule needs/changes
• Arrange for meetings and conference calls as needed
• Coordinate District activities inclusive of sales events, sales rallies, monthly calls etc
• Coordinate meetings with recruits, including travel, meals and meeting space
• Process Accounts Payable
• Reconcile corporate credit cards; create and submit expense reports and reimbursements
• Calculate and post special bonuses
• Review staff bonuses and LO incentive compensation for accuracy
• Oversee the administrative function time-keeping records, office procedures, and office organization
• Order business cards and other office supplies
• Maintain District phone list; assist in navigating corporate contacts
• Work with Regional Administrative Assistant to track and order electronic equipment
• Produce minutes with action items on meetings
• Collect and analyze information; prepare reports, manage document process flow and provide timely follow up on all process and documentation requirements
• Send emails, faxes and documents as needed to internal and external customers
• Other duties as assigned by District Manager

Skills

• High school or GED
• At least three (3) years of Executive/Senior Assistant experience in a corporate environment or related industry
• Highly proficient with Microsoft Office (Outlook, PowerPoint, Excel, and Word), with heavy calendaring and advanced features, including task management
• Typing at 60+ wpm
• Demonstrated ability to work independently
• Advanced verbal and written communication skills and very comfortable communicating with executives. Proficient facilitator
• Exhibits discretion and professionalism in all communication. Asserts high level of confidentiality
• A self-driven, self-confident, positive, results-oriented, can-do attitude; very professional demeanor; creative; resourceful; and adaptable. Enjoys pace of fast turn-around timelines. Strong time management skills
• Organized with a meticulous, perfectionist orientation; highly detail-oriented with ability to effectively and impeccably organize and manage high volume
• Flexible to adjust to changing business needs and priorities
• Excellent verbal and written communication skills required
• Highly organized and detail-oriented; ability to work in a fast-paced, metrics-driven environment required
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required

Qualifications

Must Haves

• High school or GED
• At least three (3) years of Executive/Senior Assistant experience in a corporate environment or related industry
• Highly proficient with Microsoft Office (Outlook, PowerPoint, Excel, and Word), with heavy calendaring and advanced features, including task management
• Typing at 60+ wpm
• Demonstrated ability to work independently
• Advanced verbal and written communication skills and very comfortable communicating with executives. Proficient facilitator
• Exhibits discretion and professionalism in all communication. Asserts high level of confidentiality
• A self-driven, self-confident, positive, results-oriented, can-do attitude; very professional demeanor; creative; resourceful; and adaptable. Enjoys pace of fast turn-around timelines. Strong time management skills
• Organized with a meticulous, perfectionist orientation; highly detail-oriented with ability to effectively and impeccably organize and manage high volume
• Flexible to adjust to changing business needs and priorities
• Excellent verbal and written communication skills required
• Highly organized and detail-oriented; ability to work in a fast-paced, metrics-driven environment required
• Proficiency in Microsoft Office Suite, Word, Excel, Wiki, collaborative cloud-based programs, and third-party software applications required

Benefits

• Medical
• Dental
• Vision
• Life insurance
• AD&D
• LTD
• 401(k) with employer match