Mortgage Loan Executive Assistant

The Loan Partner One (LP1), an Executive/Administrative Assistant, oversees the Loan Officer's lead, calendar, and database management for the Loan Officer (LO). The LP1 will directly communicate with new leads, active prospects, customers, clients, and business partners daily, ensuring a smooth workflow and strong team chemistry. This role requires strong communication, time management, priority management, and data entry skills. The LP1 must professionally represent the LO and team and strive to “wow” internally and externally daily.

• Lead Management:
  • Contact all new leads within 4 hours (or as required)
  • Track all leads using the Lead Tracker
  • Onboard all leads into the CRM, maintain and obsess over all lead-tracking ratios
  • Ensure borrower appointments are scheduled (phone, video, or face‑to‑face)
  • Provide daily, monthly, quarterly annual lead management reports
• Calendar Scheduling Management:
  • Set 100% of all appointments for LO and team
  • Confirm all appointments via email, text phone (24+ hours in advance)
  • Review next‑day schedules for LO before leaving each day
  • Answer 90% of incoming calls for LO and team
  • Manage recurring face‑to‑face business partner meetings for LO
  • Ensure LO is prepared for the daily Phone “Power Hour”
• Database Management:
  • Maintain database organization for the LO
  • Send quarterly Letter‑from‑the‑Heart (LFTH) Evidence of Success (EOS) snailmail
  • Manage birthday, home closing anniversary programs
  • Coordinate 2+ monthly leveraged events (lunch ‘n learns, happy hours, etc)
  • Help LO send 2+ email newsletters (minimum) and monitor open rates
  • Send handwritten notes, birthday cards, post‑closing surveys, gifts, etc
• Additional Responsibilities:
  • Ensure LO stays on track for all daily appointments
  • Manage LO’s emails (if applicable)
  • Handle incoming mail and maintain a spotless desk (if not virtual) for LO
  • Maintain and support LO’s tech tools
  • Assist with all administrative duties as needed
  • Stay “one step ahead” of LO at all times

• NMLS License (if required by LO)
• High school diploma or equivalent
• 40‑hour workweek minimum
• Experience with major Loan Origination Systems (Encompass, Calyx Point, etc)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Note)
• Excellent verbal and written communication skills
• Strong time management and organization
• Ability to work under pressure and meet deadlines

$40,000–$65,000 per year