Administrative Assistant

Administrative Assistant

The Administrative Assistant provides front desk support to the branch manager and sales staff in a branch environment by greeting visitors and managing phone calls and inquiries. Responsibilities include organizing the filing system, distributing mail, assisting with marketing materials, and performing clerical tasks. The role requires strong organizational skills, attention to detail, and the ability to maintain confidentiality and professionalism. This role is ideal for someone who is tech-savvy, highly organized, and thrives in a dynamic environment. The successful candidate will play a key role in supporting our team, managing office operations, and creating engaging social media content.

Essential Responsibilities

• Create visually appealing marketing materials using Canva and edit videos for social media, including reels and short educational clips.
• Develop and manage engaging content for social media platforms to boost brand awareness and engagement.
• Order and maintain office supplies to ensure smooth day-to-day operations.
• Manage and update the room/meeting schedule to optimize office space usage.
• Coordinate and assist with planning events, including setup and teardown.
• Handle administrative tasks such as filing, data entry, and correspondence.
• Provide exceptional customer service as the first point of contact for clients, visitors, and staff.
• Maintain an organized and efficient workspace.
• Support team projects and assist in marketing campaigns.
• Monitor and respond to emails and calls promptly and professionally.

Knowledge, Skills and Abilities

• Ability to read, write, and communicate at a level consistent with the requirements of this position and comfortable working with the public.
• Must be able to make good decisions and meet deadlines.
• Excellent communication skills; verbal and written; holds self to a high level of quality.
• Must be self-motivated and enthusiastic to obtain personal and company goals.
• Ability to stay organized to easily retrieve information and documents as needed.
• Knowledge of Microsoft Office products; Word, Excel, Power Point and Outlook.
• Ability to exercise independent judgment to plan, prioritize and organize diversified workload and recommend changes in office practices and procedures.
• Flexibility to adapt to peak periods of heavy work and pressure.

Experience and Training

• High school diploma or equivalent.
• Proven experience as an Administrative Assistant or in a similar role.
• Strong proficiency in Canva and video editing tools.
• Excellent knowledge of social media platforms and content creation strategies.
• Exceptional organizational and multitasking skills.
• Strong written and verbal communication abilities.
• Ability to work independently and as part of a team.
• Basic knowledge of event coordination and logistics.

Job Dimensions

Reporting to this position: No direct reports

Internal Relationships: Loan Officers, LO Assistants, Processors, Closers, Underwriters, Managers.

External Relationships: Realtors and Brokers, Developers, Builders, Applicants, Borrowers, Appraisers and Title Companies.

Physical Demands and Work Environment

• Mostly sedentary, however, while performing the duties of this job, the employee is occasionally required to walk; reach with hands and arms; stoop; talk and hear.
• Extensive reading and computer use is expected more than 50% of the time. Receiving and expressing detailed information verbally, in person and by telephone is essential. Must be able to verbally communicate effectively with others.
• Occasionally lift and/or move up to 15 pounds.
• Regular attendance is necessary and essential to this position.

• Professional atmosphere in a branch environment
• While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
• Care must be observed while driving absolutely no texting while driving.

Why is Ruoff Mortgage the right career choice?

• At Ruoff Mortgage, we truly believe that where you work and loving your job matters, so you will receive all the vital resources necessary for your career to take off! Our team is focused on helping our clients achieve their home borrowing goals while providing our employees with a rewarding, professional experience, and a friendly team-oriented work environment.

We offer a comprehensive Ruoff Total Rewards benefits package designed to support the well-being and success of our employees.

• Health & Wellness: Enjoy comprehensive health insurance plans, including medical, dental, and vision coverage, to keep you and your family healthy.
• Retirement Savings: Take advantage of a 401(k) plan with company match to help you plan for your future.
• Paid Time Off: Benefit from paid vacation, holidays, and sick leave to ensure you maintain a healthy work-life balance.
• Professional Development: We support your growth with training, education, and opportunities for career advancement.
• Employee Assistance Program (EAP): Access confidential counseling and support services for personal or professional challenges.

We are committed to providing our employees with the tools and resources they need to thrive both personally and professionally. Ruoff Mortgage reserves the right to modify, interpret, or apply this job description in any manner the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains "At Will." The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities. While we thank all candidates for your interest in our company, only those selected for interviews will be contacted. Ruoff Mortgage is an equal opportunity employer.