Executive Assistant to the CEO

Executive Assistant to the CEO

General Job Description

Equity Smart Home Loans is hiring an Executive Assistant to the CEO to provide high-level administrative, communication, scheduling, and project coordination support to our executive team.

This role is ideal for someone who is highly organized, proactive, discreet, and comfortable supporting executive leadership in a fast-moving business environment. The Executive Assistant will help manage the CEO’s calendar, communications, meetings, follow-up items, internal coordination, and special projects.

This is not a basic administrative role. We are looking for someone who can anticipate needs, protect executive time, track priorities, follow up with team members, and help ensure important company initiatives move forward.

The right person will help create structure around the CEO’s day, improve communication across the company, and make sure important tasks do not fall through the cracks.

Key Responsibilities

Executive Support

• Provide direct administrative and organizational support to the CEO.
• Manage the CEO’s calendar, meetings, reminders, and daily schedule.
• Help prioritize requests, tasks, and follow-up items.
• Prepare the CEO for meetings by gathering agendas, reports, notes, documents, and background information.
• Track commitments made by the CEO and ensure timely follow-through.
• Help reduce administrative distractions so the CEO can focus on leadership, growth, sales, strategy, and company direction.

Meeting Management

• Schedule and coordinate executive meetings, leadership meetings, vendor calls, branch meetings, company meetings, and internal check-ins.
• Prepare meeting agendas and organize meeting materials.
• Take meeting notes and document decisions, next steps, deadlines, and responsible parties.
• Track open items and follow up with team members to ensure completion.
• Maintain a clear system for pending decisions, recurring priorities, and unresolved issues.

Communication Management

• Help manage CEO communications, including drafting emails, organizing requests, and routing items to the appropriate person or department.
• Serve as a professional communication bridge between the CEO and internal team members, loan officers, branch managers, vendors, and external partners.
• Identify time-sensitive items and escalate them appropriately.
• Maintain professionalism, confidentiality, and discretion in all communications.

Project and Follow-Up Coordination

• Track company priorities, open action items, and outstanding deliverables.
• Follow up with team members to make sure projects continue moving forward.
• Help convert conversations into clear tasks, owners, deadlines, and next steps.
• Support special projects involving operations, sales, onboarding, accounting, compliance, training, events, vendors, and branch support.
• Create and maintain trackers, checklists, documents, and organizational systems as needed.

Administrative and Office Support

• Assist with day-to-day business administration and office coordination.
• Organize documents, files, meeting notes, reports, and internal records.
• Help coordinate office readiness for meetings, visitors, audits, company events, and leadership gatherings.
• Support internal scheduling, travel coordination, meeting logistics, and event planning as needed.
• Assist with vendor communication and general business support tasks.

Cross-Functional Coordination

• Work closely with the CEO, VP of Operations, Director of Mortgage Operations, Training Director, Sales Manager or VP of Sales, Accounting, Onboarding, and other internal teams.
• Help ensure leadership decisions are communicated clearly and followed through.
• Coordinate between departments to reduce confusion, missed deadlines, and duplicated efforts.
• Support a culture of accountability, professionalism, and organization.

Required Qualifications

• Minimum of 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, Office Manager, or similar role.
• Experience supporting a CEO, founder, president, executive, or senior leadership team.
• Strong calendar management and scheduling skills.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Strong organization, follow-through, and attention to detail.
• Ability to manage multiple priorities without constant direction.
• Comfortable communicating with executives, managers, vendors, loan officers, and external partners.
• Proficient with Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
• Ability to work independently and take initiative.
• Professional, calm, and reliable under pressure.

Preferred Qualifications

• Experience in mortgage, real estate, lending, banking, escrow, title, insurance, financial services, or professional services.
• Experience supporting a CEO or founder in a growing company.
• Experience with meeting notes, action-item tracking, SOPs, project coordination, and internal communications.
• Experience coordinating leadership meetings, company meetings, trainings, branch meetings, or events.
• Experience with CRM systems, HRIS platforms, project management tools, or mortgage systems.
• Experience working with remote teams or virtual assistants.
• Bilingual English/Spanish preferred, but not required.
• Local to South Pasadena or able to work in-office regularly preferred.

Ideal Candidate

The ideal candidate is organized, proactive, discreet, and detail-oriented. They do not wait to be told every step. They notice loose ends, follow up before things are late, and help leadership stay prepared and focused.

This person should be comfortable working with confidential information, leadership personalities, sensitive business issues, and fast-changing priorities.

The ideal candidate should be able to take a conversation such as, “We need to follow up with accounting, schedule a meeting, prepare communication to the team, confirm access, and track next steps,” and turn it into a clean, organized plan with owners, deadlines, and follow-through.

We are looking for someone who makes the CEO and leadership team more effective by reducing administrative noise, organizing priorities, and helping the company execute.

Compensation

• Base salary range: $65,000 – $90,000 , depending on experience.
• Performance bonus opportunity available.

Key Success Measures

Success in this role means:

• The CEO’s calendar is organized and proactively managed.
• Meetings are scheduled, prepared for, and followed up on.
• Action items are tracked and completed.
• Important communications are organized and responded to timely.
• Leadership priorities are documented and moved forward.
• Internal teams receive clear communication and follow-up.
• Administrative tasks no longer create unnecessary bottlenecks for the CEO or senior leadership.
• The company operates with better organization, accountability, and follow-through.

Why Join Equity Smart Home Loans?

Equity Smart Home Loans is a growing mortgage company with a collaborative leadership team and an entrepreneurial culture. This role offers the opportunity to work directly with executive leadership, gain exposure to multiple areas of the business, and play an important part in helping the company operate more effectively.

This is a great opportunity for someone who enjoys organization, communication, leadership support, and being the person who helps keep everything moving.