Rushmore Loan Management Services

  • Executive Assistant

    Job Locations US-TX-Dallas
    Job ID
    2018-2477
    Category
    Facilities Management
    Type
    Regular Full-Time
    FLSA Status
    Non-Exempt
  • Company Introduction

    Rushmore Loan Management Services is growing rapidly and expanding our team. We want YOU to be a part of it! If you are a top performer looking for a company that can provide opportunities to grow in your career, Rushmore is the place for you. We offer competitive salaries and a comprehensive benefit package with medical, dental and vision benefits effective Day 1 of employment.

    As a nationwide mortgage servicer licensed in all 50 states with nearly $50 billion in loans being serviced and growing, we offer a dynamic team environment, collaborative culture, and commitment to customer satisfaction.

    Overview

     

     

    POSITION SUMMARY:

    The Executive Assistant is responsible for providing essential support to executives with a wide range of duties including phone coverage, correspondence, report production, travel arrangements, scheduling and meeting coordination to ensure smooth operation of the Department. This position will also provide support in a limited office manager role when needed.

    Responsibilities

    ESSENTIAL DUTIES AND RESPONSIBILITIES:

    • Under the direction of the executives, provides critical support to department(s).
    • Effectively develops correspondence and updates, proofreads and distributes reports and presentation documentation.
    • Coordinates and supports executive activities such as calendar management (using MS Outlook), travel arrangements, coordination of internal meetings and communication between the executive and other staff.
    • Assists the executives in keeping updated employee files and official documents including a complete, logical computerized file of all critical information pertinent to the executive.
    • Independently completes standard departmental functions and routine correspondence preparation (reports, forms, mail, and fax distribution).
    • Assists in the building and preparation of PowerPoint presentations senior management.
    • Follows up on pending projects to determine status and ensures compliance with schedules and priorities.
    • Records meeting notes and minutes as needed and distributes to relevant business partners.
    • Coordinate logistical details for conferences including travel, meeting rooms, etc.
    • Manages executive inboxes and responds to enquiries effectively, efficiently and confidentially.  
    • Schedules and organizes department activities.
    • Maintains daily calendar(s) of meetings.
    • Prepares reimbursable expense claims.
    • Manage Security Access Badging system.
    • Assist employee with scheduling of conference rooms and if applicable needed equipment.
    • File, copy or fax documents.
    • Works in cooperation with receptionists to provide phone coverage.
    • Design and implement filing systems.
    • Ensure filing systems are maintained and current.
    • Establish and monitor procedures for record keeping.
    • Ensure security, integrity and confidentiality of data.
    • Monitor and maintain office supplies inventory.
    • Other duties as necessary.

    Qualifications

    ESSENTIAL KNOWLEDGE & SKILLS:

    • Pro-active approach and willingness to accept delegated projects and responsibilities
    • Ability to work within a collaborative team environment toward results-oriented Operations goals
    • Ability to effectively communicate verbally and in writing with the highest standards for quality and accuracy
    • Proficiency in Microsoft Word, Excel, PowerPoint, Microsoft Outlook
    • Ability to follow through on tasks, meeting deadlines with minimal supervision
    • Positive approach and willingness to accept new projects as required
    • Ability to maintain confidential information in a professional manner
    • Strong sense of urgency
    • Ability to handle multiple routine tasks and requests from Management
    • Ability to effectively deal with multiple departments throughout the organization 

     

    EDUCATION AND/OR EXPERIENCE:

    • High School Diploma required
    • Bachelor’s Degree preferred
    • Four (+) years administrative experience supporting senior management in a fast-paced environment

     

    MACHINES, OFFICE EQUIPMENT & SOFTWARE:

    • PC computer with Windows operating system, facsimile, photocopier
    • Proficient with Microsoft Office applications

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