Job Description

We are seeking a Executive Assistant to assist our CEO. Our CEO is a dynamic leader, balancing roles in mortgage origination, company leadership, and recruitment. The primary mission of this role is to enhance efficiency and foster growth by providing expert scheduling, communication, and operational support.

As the Executive Assistant, you will serve as the CEO’s right-hand, managing lead tracking, calendar coordination, and database organization. This role requires daily interaction with new leads, active prospects, clients, and business partners to ensure smooth operations and strong team collaboration. Ideal candidates will possess excellent communication skills, time management, and the ability to prioritize tasks effectively. Above all, this role demands a professional who will consistently represent the CEO and the team with excellence.

Responsibilities

Lead Management:

• Respond to all new leads within 4 hours (or as required).
• Track leads efficiently using the Lead Tracker.
• Onboard leads into the CRM system.
• Maintain lead tracking ratios and ensure consistent follow-up.
• Schedule borrower appointments (phone, video, or in-person).
• Provide daily, monthly, quarterly, and annual reports on lead management.

Calendar & Scheduling Management:

• Schedule appointments for the CEO and team.
• Confirm appointments via email, text, and phone at least 24 hours in advance.
• Attend CEO meetings, gather actionable takeaways, and assist with follow-up tasks.
• Review and confirm the CEO’s schedule for the next day before logging out.
• Answer 90% of incoming calls for the CEO.
• Manage recurring business partner meetings (in-person or remote).
• Ensure the CEO is prepared for daily “Phone Power Hour.”

Database Management:

• Maintain the CEO’s database with accuracy and organization.
• Oversee birthday and home closing anniversary programs.
• Handle personal touches, such as sending handwritten notes, birthday cards, post-closing surveys, and gifts.

Additional Responsibilities:

• Ensure the CEO stays on track with daily appointments.
• Manage CEO emails.
• Support the CEO’s tech tools and systems.
• Assist with any administrative tasks as needed.
• Stay proactive and anticipate the needs of the CEO at all times.

Qualifications

• This is a remote position, but occasional travel to the main office in Brooklyn, NY may be required.
• Exceptional verbal and written communication skills.
• Strong time management, organizational skills, and attention to detail.
• Ability to work under pressure and meet tight deadlines.
• Confidence, a proactive mindset, and the ability to adapt quickly to changing priorities.
• Experience in the mortgage or financial services industry.
• Previous experience in an executive assistant or similar role.

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