Senior Administrative Support Assistant

PENNYMAC

Pennymac (NYSE: PFSI) is a specialty financial services firm with a comprehensive mortgage platform and integrated business focused on the production and servicing of U.S. mortgage loans and the management of investments related to the U.S. mortgage market.


At Pennymac, our people are the foundation of our success and at the heart of our dynamic work culture. Together, we work towards a unified goal of helping millions of Americans achieve aspirations of homeownership through the complete mortgage journey.


A Typical Day

Pennymac is seeking a highly organized, proactive, and forward-thinking Executive Assistant to support senior leadership within our Technology Division. Based out of our Westlake Village, CA office, this role is central to keeping our tech leadership team aligned, efficient, and running at pace.

The ideal candidate is a master of calendar and travel logistics, an excellent communicator, and a culturally aligned team player. Distinctly, this role is perfect for an administrative professional who is enthusiastic about leveraging cutting-edge AI tools (like Google Gemini, NotebookLM, and Claude) to optimize workflows, drive personal productivity, and support division-wide documentation.

Key Responsibilities:

Executive & Administrative Support

• Calendar & Schedule Management: Proactively manage complex calendars for senior technology executives, anticipating needs, resolving conflicts, and incorporating strategic time blocks.
• Travel & Expenses: End-to-end coordination of travel logistics (flights, lodging, ground transportation) and timely processing of expense reimbursements. Provide overflow travel/expense support to other tech leaders as capacity permits.
• Meeting Operations: Organize executive meetings, coordinate logistics, manage room reservations, and assist with interview scheduling. Attend key meetings to capture/distribute concise notes (including AI-assisted summaries) and relentlessly track action items.
• Cross-Functional Collaboration: Partner with other Pennymac Executive Assistants to align on mutual meetings, travel schedules, and internal executive visits.

Workplace Operations & Facilities

• Onboarding & Team Integration: Coordinate an exceptional onboarding experience for new technology hires-ensuring workstation readiness, ordering initial supplies, arranging badge access, and maintaining updated, division-specific orientation materials.
• Site & Event Management: Lead the planning and execution of local site events, large-scale meetings, and employee engagement initiatives (including catering and room setups).
• Facilities Liaison: Partner with Corporate Facilities on space planning, seating chart maintenance, and move logistics. Submit and track facility/equipment service tickets.
• Office & Tech Supply Management: Monitor and restock office and breakroom supplies for the Westlake Village location. Help tech leaders order peripheral equipment (monitors, keyboards, etc.) and coordinate ergonomic assessments.

Special Projects & Division Governance

• Dashboard & Metrics Facilitation: Schedule and facilitate regular operational review meetings; monitor dashboards regarding tech capacity, workload quality, and outages, ensuring subsequent action items are assigned and tracked.
• Process Compliance: Monitor team completion of mandatory compliance training, policy renewals, and performance management timelines. Manage employee reward bank allocations and usage.
• Information & Document Management: Organize, tag, and maintain executive presentations and files in secure digital stores. Assist with light edits to slides/documents and facilitate cross-team documentation efforts.
• Visitor Relations: Act as a welcoming point of contact for internal and external visitors (vendors, consultants), providing workspace reservations, badge/Wi-Fi access, and brief facility tours.

What You'll Bring

Experience & Education

• Professional Presence: Proven track record of interfacing successfully with executive management, demonstrating impeccable judgment, business acumen, and discretion with confidential information.
• Industry Context: Experience working in a fast-paced technology environment is highly preferred; experience within Financial Services is a strong plus.
• Project Management: Basic project management experience, particularly leading or resourcing administrative initiatives, is preferred.

Technical & AI Skills

• Digital Tools: Highly proficient in Google Workspace (Docs, Slides, Sheets, and especially Gmail and Google Calendar) as well as Microsoft Office (Word, Excel).
• AI Enthusiast: A genuine passion for using AI to draft or refine communications. A strong willingness and enthusiasm to learn and experiment with advanced tools (e.g., Gemini/GEMS, NotebookLM, Claude) to elevate division productivity.

Core Competencies

• Communication & Editing: Exceptional verbal and written communication skills with strong editorial/proofreading capabilities.
• Adaptability & Execution: Superior organizational skills with the ability to multitask seamlessly and deliver accurate work under tight deadlines.
• Problem Solving: Strong critical thinking, analytical, and problem-solving skills.
• Culture & Attitude: A collaborative team player who brings a friendly, personable, and positive energy to the workplace every day.

Why You Should Join

As one of the top mortgage lenders in the country, Pennymac has helped over 4 million lifetime homeowners achieve and sustain their aspirations of home. Our vision is to be the most trusted partner for home. Together, 4,000 Pennymac team members across the country are guided by our core values: to be Accountable, Reliable and Ethical in all that we do. Pennymac is committed to conducting a business that makes positive contributions and promotes long-term sustainable growth and to fostering an equitable and inclusive environment, where all employees and customers feel valued, respected and supported.


Benefits That Bring It Home: Whether you're looking for flexible benefits for today, setting up short-term goals for tomorrow, or planning for long-term success and retirement, Pennymac's benefits have you covered. Some key benefits include:

• Comprehensive Medical, Dental, and Vision
• Paid Time Off Programs including vacation, holidays, illness, and parental leave
• Wellness Programs, Employee Recognition Programs, and onsite gyms and cafe style dining (select locations)
• Retirement benefits, life insurance, 401k match, and tuition reimbursement
• Philanthropy Programs including matching gifts, volunteer grants, charitable grants and corporate sponsorships

To learn more about our benefits visit:

For residents with state required benefit information, additional information can be found at:

Compensation: Individual salary may vary based on multiple factors including specific role, geographic location / market data, and skills and experience as defined below:

• Lower in range - Building skills and experience in the role
• Mid-range - Experience and skills align with proficiency in the role
• Higher in range - Experience and skills add value above typical requirements of the role

Some roles may be eligible for performance-based compensation and/or stock-based incentives awarded to employees based on company and individual performance.


Salary

$45,000 - $66,000
Work Model

OFFICE