Executive Assistant

Executive AssistantAt AD Mortgage, we've been helping clients achieve their homeownership dreams for over 20 years and we couldn't do it without our team. With more than 400 passionate professionals (and growing!), we've built a culture rooted in collaboration, continuous growth, and shared success. Join a company that listens to your voice, invests in your development, and celebrates every win big or small. Your future starts here. Let's grow together. Overall Responsibilities: We are seeking a proactive, highly confidential, and experiencedExecutive Assistantto support our C-Suite team. This is a pivotal role that requires exceptional judgment, the ability to anticipate executive needs, and the capacity to manage complex scheduling and operational flows across multiple departments. You will serve as the primary gatekeeper and liaison, ensuring the executive's time is maximized for high-impact decision-making. Key Responsibilities: Proactively manage and prioritize the executive's time, calendar, and appointments, resolving scheduling conflicts and ensuring preparedness for all internal and external meetings. Draft, proofread, and prepare high-level communications, presentations, and documents, often handling confidential information, and initiating correspondence on the executive's behalf. Oversee all logistical planning, including complex domestic and international travel itineraries, expense reports, and multi-party meeting scheduling (in-person and virtual). Collect, analyze, and synthesize information from various sources to prepare comprehensive reports and summaries, enabling rapid executive decision-making. Represent the executive with professionalism and discretion by welcoming high-level guests and serving as a knowledgeable liaison to internal stakeholders, external partners, and clients. Uphold the strictest levels of confidentiality to protect company operations, trade secrets, and sensitive personnel information. Drive and complete small-to-midsize projects by assigning tasks, coordinating with internal teams, and ensuring timely delivery of results. Develop, maintain, and manage efficient filing and retrieval systems for critical documentation and historical records. Accurately record, track, and distribute minutes and action items from key internal meetings, ensuring accountability across leadership. Education & Experience: At least 3 years of experience supporting Director or C-Level executives in a high-growth or fast-paced corporate environment. Proven ability to handle highly sensitive and confidential material with integrity and maturity. Expert-level command of Microsoft Office Suite (Outlook, Excel, PowerPoint) or similar productivity software (e.g., Google Workspace). Demonstrated ability to manage competing priorities, meet tight deadlines, and navigate a complex, ambiguous environment. Excellent verbal and written communication skills with the ability to tailor messaging for both internal and external executive audiences. Bachelor's degree in Business Administration, Communications, or Industrial and Organizational Psychology Languages: English required, Russian preferred Skills & Competencies: Experience in the financial services, mortgage, or a similarly regulated industry will be helpful. Familiarity with modern expense reporting and travel booking platforms. What We Offer | Career and Culture: Company Culture:Inclusive, supportive company culture where you are not a number, but a voice that's heard and brings value. Growth Path:Defined paid training and clear pathways for career development. Benefits:Comprehensive benefits package including PTO, sick days, paid volunteer hours, medical, dental, vision insurance, and 401(k). We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.