Executive Administrative Assistant

Position: Executive Administrative Assistant

Department: Sales

Location: Location: Corporate Office, 5455 Union, Colorado Springs, CO 80920

Remote: Yes: ☐ No: ☒

Exempt: ☒ Non-exempt: ☐

Compensation & Benefits: $56,500-$68,700 annually

Mortgage Solutions of Colorado, LLC d/b/a Mortgage Solutions Financial (“MSF”) offers a comprehensive benefit package and PTO (paid time off) for eligible employees. The benefit package includes Health, Dental and Vision Insurance, options to participate in a Health Savings Account, Flexible Spending Account, Health Reimbursement Arrangement, Life and AD&D coverage, voluntary Short-Term, Long-Term Disability and Supplemental insurance. In addition, eligible employees have the option to participate in a company retirement plan.

Role Overview

The Executive Administrative Assistant provides high-level administrative and operational support to the executive team. This role is crucial for ensuring the smooth daily operation of the executive office and various business systems. You will be a point of contact for employees, manage sensitive information, and handle a wide range of administrative tasks with a high degree of independence and initiative. This position requires a professional with exceptional organizational skills, a strong technical aptitude, and the ability to thrive in a fast-paced environment.

Essential Duties

• Provide high-quality administrative support to the executive team, managing complex administrative work with independent judgment and initiative.
• Manage all aspects of executive support, including coordinating and scheduling complex meetings, arranging travel, and ensuring executives are prepared for all appointments. This includes managing schedules and timelines, preparing meeting materials, and handling logistics such as catering for meetings and events.
• Embody and uphold the company's core values, consistently conducting yourself with the highest level of professional and ethical standards in all interactions and responsibilities.
• Manage and administer access rights, credentials, and distribution lists for various company tools and systems.
• Serve as a system expert and primary support contact for employees and providing guidance on various systems, including Encompass, Knowledge Coop and Zoom.
• Conduct training for new hires, review system access and provide support.
• Continuously support and coach employees on system tools and provide troubleshooting assistance as needed.
• Manage and support a variety of email inboxes, including those for executives, shared team accounts, and specific department functions, ensuring timely and professional communication.
• Maintain the confidentiality of highly sensitive and proprietary information.
• Assist in various internal audits throughout the year as needed.
• Support, lead and assist with the planning and coordination of company events.
• Perform other duties as assigned.
• Assists with team building events as needed and directed by management.
• Assists in various audits as needed throughout the year.
• Regular, reliable and predictable attendance is an essential function of this role.
  
  

Knowledge, Skills & Abilities

• Administrative Expertise: Beyond basic office tasks, you must provide high-level, proactive support that anticipates needs and solves problems before they arise. This includes managing complex schedules, handling confidential information with discretion, and acting as a central hub of information for various departments and systems.
• Technical Aptitude: Must be proficient in Microsoft Office and have a strong ability to learn and navigate new systems quickly and teach others to do the same.
• Organizational Skills: Exceptional organizational skills with a keen eye for detail and the ability to prioritize multiple tasks in a high-production environment.
• Interpersonal Skills: Very strong interpersonal skills and the ability to build and maintain positive relationships with all levels of staff.
• Problem-Solving: The ability to use independent judgment and initiative to solve complex administrative problems.