Administrative Assistant

Annie Mac Home Mortgage is looking to hire a Full Time Administrative Assistant to assist and remove any activities or distractions possible to allow the manager time to focus on prospecting and generating duties. Candidates should have experience directly or indirectly related to the Mortgage Industry. Under the direct supervision of the Branch Manager, the job responsibilities of the Administrative Assistant position include, but are not limited, to the following:

• Manage manager’s calendar: print the calendar a day prior, confirm all necessary information for appointments, provide directions to the office if necessary. Schedule and manage task time for appointments and meetings. Ensure timeliness and preparedness of meetings and appointments. Keep manager on schedule and provide reminders when necessary.
• Client appreciation call: call the client the day after the closing to once again thank them. Ask client if they need an additional phone appointment to review any questions regarding their mortgage, as well as share how much we appreciate future referrals. Send Thank You cards to clients after closing.
• Phone: when requested, answer the phone and delegate calls to a member of the team that can possibly assist the client’s immediate need (all messages, even if delegated, are written down to advise the manager). Return phone calls for the manager upon instruction. Check messages for manager upon request. Set appointments for manager and arrange conference calls upon request.
• Emails: send blast weekly emails to sales staff and referral partners as instructed (includes emailing realtors the program of the week). Forward lead generating emails to the appropriate person on the team to allow them to be handled quickly, in addition to leads being noted on the lead tracker. Send emails on behalf of the manager upon request.

As needed items the Administrative Assistant will not do on a regular basis, however, may need to assist and/or complete at times.

• Keep manager’s office and desk organized.
• 30/60/90 calls on closed loans (will be trained).
• Have the manager’s office ready for the day (prepared appointments, printing calendar daily, etc.).
• Keep the manager on track and on schedule. Plan, schedule, invite and confirm events (as needed).
• Assist with client gifts, birthday program, things of gratitude.
• Assist with planning, invites and confirmations with lunch and learns (as needed).
• Assist with marketing materials (as needed).
• Assist with any additional task upon request (examples: invitation completion, completing forms, setting up new spreadsheets, preparing prospecting tasks, checklist and/or forms, making calls for various reasons upon request).
• Other duties as assigned.