Administrative Assistant

Full‑Time Administrative Assistant – Annie Mac Home Mortgage

Responsibilities:

• Manage the manager’s calendar: print the calendar a day prior, confirm all necessary information for appointments, provide directions to the office if needed.
• Schedule and manage task time for appointments and meetings.
• Ensure timeliness and preparedness of meetings and appointments; keep the manager on schedule and provide reminders when necessary.
• Client Appreciation: call clients the day after closing to thank them, invite them for an additional phone appointment to review any questions and express appreciation for future referrals; send thank‑you cards after closing.
• Phone duties: answer the phone, delegate calls to the appropriate team member, write down all messages (even if delegated) for the manager, return phone calls for the manager upon instruction, check messages upon request, and set appointments or arrange conference calls for the manager.
• Email duties: send weekly blast emails to sales staff and referral partners (including realtors) as instructed; forward lead‑generating emails to the appropriate person on the team and note leads on the lead tracker (hourly when the manager is not in the office or in meetings); send emails on behalf of the manager upon request; assist with other administrative items as needed.

• Keep the manager’s office and desk organized.
• Perform 30/60/90 day calls on closed loans (training provided).
• Prepare the manager’s office for the day: printed calendar, prepared appointments, etc.
• Assist with client gifts, birthday programs, and expressions of gratitude.
• Assist with planning, invitations, and confirmations for lunch and learns.
• Assist with marketing materials as needed.
• Assist with any additional tasks upon request (e.g., completing forms, setting up spreadsheets, preparing prospecting tasks or checklists).
• Other duties as assigned.

Entry level

Full‑time

Finance