Senior Administrative Support Assistant

Executive Assistant
- Technology Division

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 home ownership through the complete mortgage journey.

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  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…