District Administrative Assistant

Guild Mortgage Company, closing loans and opening doors since 1960. As a mortgage banking firm, we are dedicated to serving the homeowner/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

Supports the District Manager and branches in the assigned District by facilitating administrative needs of the district including assisting Regional Administrative Assistant in hiring and onboarding procedures, accounts payable, expense reports, managing schedules, creating and tracking documents and reports, organizing meetings, agendas, and catering needs. 

Essential Functions

Human Resources

• 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.
• Scheduling and Event Planning
• 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.

Accounting

• Process Accounts Payable.
• Reconcile corporate credit cards; create and submit expense reports and reimbursements.

Compensation

• Calculate and post special bonuses.
• Review staff bonuses and LO incentive compensation for accuracy

General Administrative

• 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.

Qualifications

• 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.

Company Required Skills

• 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.
• Commitment to company values.
• Customer Service - Proactive attention to each person
• Integrity - Do and say what's right
• Respect - Treat others with dignity
• Collaboration - Listen and work together
• Learning - Seek knowledge and strive for improvement
• Excellence – Deliver the unexpected

Supervision

N/A

Requirements

• Physical: Work is primarily sedentary; occasi