Executive Assistant: C-Level

Financial Freedom Senior Funding Corporation, a subsidiary of IndyMac Bank, F.S.B. is the nation’s largest provider of reverse mortgage products and services to the senior community. This dynamic industry has been growing at a rate of more than 40% per year. The company has rapidly expanded its national network and now offers reverse mortgages in all 50 states.

SUMMARY


Employee will perform Executive Assistant responsibilities, including, but not limited to proactively managing and coordinating an executive’s business and personal schedules and obligations. This will include answering telephones, coordinating and scheduling appointments, performing personal errands, interfacing with management and management assistants, managing communications and e-mails, coordinating travel, and carrying out related duties on behalf of the executive. This position requires a proactive, organized individual who has the ability to multi-task and highly values customer service.

SKILL HIGHLIGHTS
Extremely organized
Manages proactively
Executes with a “sense of urgency”
Exhibits a friendly and energetic attitude
Ability to organize and coordinate multiple tasks simultaneously
Superb oral and written communication abilities
Possess a strong Customer Service focus
Anticipate and proactively handle the needs of a busy executive
Exceptional follow-up skillsESSENTIAL FUNCTIONS AND BASIC DUTIES

Organization/Filing:Organizes and maintains an efficient file system.
Ensures proper labeling of all files.
All correspondence filed timely and in the appropriate folders.
Execute and follow-up on projects and other tasks in a routine and consistent manner.Ability to prioritize workload effectively and provide routine and timely updates on outstanding projects or tasks.Communications:Manages voicemail throughout the day and alerts executive immediately of “key” or priority messages.Answers and carefully screens incoming calls. Responsible for resolving both routine and complex inquires.
Ensures that all incoming messages have the appropriate out-of-office message when traveling.Composes routine correspondence.Prepares and issues complex communications to internal groups of employees and/or external customers/vendors.Prepares outgoing mail and correspondence, including e-mail and faxes.Builds and maintains relationships with colleagues and ensures the timely delivery and appropriate selection of gifts when applicable (i.e., birthdays, anniversaries, weddings)
Outlook Management:Reads, routes and manages executive’s incoming e-mail.
Alerts executive when priority e-mails are received and need immediate action.
Follow-up to ensure appropriate action has taken place and update accordingly.Schedules appointments via Outlook, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.
Determines when to schedule appointments based on current calendar and anticipated conflicts and re-schedule, if necessary.
Proactively communicates any conflicts or changes in schedule that will impact daily workflow.
Ensures that all incoming e-mails have the appropriate out-of-office message when traveling.Manages all tasks and ensures that action is taken.All tasks must be up-to-date with the appropriate complete % and monitored daily.
Tasks that are coming due or past due should be followed-up and updated accordingly.
Assigned tasks should be completed within the day assigned unless otherwise indicated.Maintains and manages all contacts in Outlook. Updates routinely to ensure contact records are accurate.
Meeting Preparation and Management:Proactively prepares materials for meetings, such as PowerPoint presentations, Word documents and Excel spreadsheets in advance.
Ensures that the executive is prepared for meetings and events by gathering and presenting in advance agendas, meeting material, location with directions (if necessary) in an organized manner.Continually monitor to ensure meeting is on schedule and ensure executive is always to meetings on-time.
Facilitates the initiation of meetings (if applicable).Records and transcribes minutes of meetings (if applicable).
Travel:Arranges and coordinates travel schedules and reservations.All travel arrangements must be made and complete itinerary provide to executive prior to departure date.
Ensure proper arrangement of meetings (including attendees), dinners and other activities while traveling are arranged prior to the day of departure.
Follow up is required for all meetings and activities with attendees.
Re-scheduling for any reason should be handled immediately and proper notification given to all attendees.
Personal Management:Anticipate and proactively handle the needs of a busy executive with her personal responsibilities.
Builds and maintains relationships and ensures the timely delivery and appropriate selection of gifts when applicable (i.e., birthdays, anniversaries, weddings).
Provide appropriate follow-up on personal tasks that are assigned.
Ensure that executive is properly notified throughout the day when it is necessary to leave the office for various personal functions.Ensure that executive leaves the office timely in order to arrive on schedule.
Provide directions to location, if applicable.
Schedules all personal appointments when necessary and proactively schedules routine appointments (i.e., doctors, dentist)
General:Orders and maintains supplies, and arranges for equipment maintenance.
Determines which supplies need to be ordered. Coordinates equipment maintenance with vendor or support staff.
Prepares Purchase Orders and reviews invoices prior to submission to Accounts Payable.
Determines if services requested were received. Contacts appropriate vendor/department to resolve issues or confirm services.Prepares expense reports for executive. Reviews expense reports of executive’s subordinates for validity of expense. Verifies questionable expenses with appropriate individual if necessary. REQUIREMENTS
EDUCATION/CERTIFICATION REQUIRED
Associate’s Degree (Bachelor’s degree preferred)
7 or more years of experience or equivalent combination of experience, education, and/or training in related field.KNOWLEDGE/TECHNICAL SKILLS/ABILITIES
Knowledge of Microsoft Office Suite