Executive Assistant, Production Ops

Guild Mortgage Company, closing loans and opening doors since 1960. As a mortgage banking firm we are dedicated to serving the home owner/buyer. Our goal is to provide affordable home financing for our customers, utilizing the best terms available while providing a level of professionalism and service unsurpassed in the lending industry.

Position Summary

Responsible for performing full administrative duties of a responsible and confidential nature for executive level management and senior managers in the Production Operations Department under minimal supervision and direction. The role is primarily responsible, under limited supervision, for acting as the primary administrative resource for the SVP of Production Operations. This includes anticipating executive needs and performing a wide-range of administrative-related duties, such as compiling and distributing reports, filing expense reports and providing assistance with special initiatives and projects.

Essential Functions

• Anticipate, organize, prioritize, and coordinate administrative responsibilities. Contact various personnel to obtain or provide requested information; take initiative to follow-through on pending matters; question information, suggest alternative approaches, and use authority to take action and follow through.
• Research, compile, track, and summarize data for preparation of various reports, projects, or budgets; resolve discrepancies and inform manager of action taken.
• Process expense reimbursements in accordance with internal control standards; review receipts and reports submitted for accuracy.
• Work cross-functionally to compile quantitative metrics and data, creating reports from collected information and managing distribution of reports, which may include setting up and managing email distribution groups.
• Attend meetings taking detailed minutes on complex technical material.
• Work regularly with highly confidential or sensitive subject matters; review materials to ensure accuracy and distribute to appropriate personnel within established timelines.
• Create chart, prepare graphics slides, merge files, and modify, create and maintain databases and departmental files.
• Maintain calendars: schedule and coordinate appointments, determine routing, signatures required and maintain follow-up and meetings, communicate dates, times, locations via e-mail and voice mail; coordinate conference calls, prepare presentation overheads and make travel arrangements requiring coordination with multiple individuals and/or departments.
• Make travel arrangements and itineraries as needed for any off-site meetings for SVP, EVP or other department heads
• Perform general clerical duties and office support, to include, but not limited to photocopying, faxing, mail distribution, overnight mailing, and filing
• Coordinate events, meetings, conferences with cross-functional departments and/or regions, prepare agendas and set up meeting facilities.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform various administrative duties including answer and screen incoming calls, respond to questions or forward to appropriate personnel; distribute, screen and handle mail as authorized or forwards to appropriate personnel.
• May attend and/or participate in staff meetings; may prepare and distribute meeting notes.
• Provide back-up support for other departmental administrative assistants as required.
• Perform other administrative duties as assigned.

Qualifications

• High School Diploma or equivalent, required. Some college level business courses or vocations training, preferred.
• Minimum five years' experience administrative experience supporting multiple management or executive level management.
• Ability to manage multiple priorities simultaneously; strong detail orientation and highly organized.
• Works with a strong sense of urgency and responsiveness.
• High levels of diplomacy, tact, and confidentiality a must
• Excellent spelling, grammar, and punctuation and telephone skills.
• Excellent PC knowledge including word processing, spreadsheets, graphics and database software.
• Thorough knowledge of voice mail and e-mail systems.
• Excellent oral and written English communication skills.
• High attention to detail.
• Demonstrated patience and professionalism when interacting with both internal and external stakeholders; passionate about delivering excellence in customer service.
• Excellent verbal and written communication skills required.
• Highly organized and detail-oriented; ability to