Executive Assistant to the CEO
$65,000–$90,000 year
On-site · South Pasadena, California, United States
Job Summary
Executive Assistant to the CEO at Equity Smart Home Loans provides high-level administrative, communication, scheduling, and project coordination support to the executive team. Responsibilities include managing the CEO’s calendar and meetings, preparing agendas and materials, tracking commitments and open items, coordinating leadership and vendor meetings, drafting and routing communications, maintaining organized systems for decisions and priorities, and supporting cross-functional projects across operations, sales, onboarding, accounting, compliance, training, events, vendors, and branch support. The role requires proactive, discreet, organized execution, strong written/verbal communication, confidentiality, and the ability to convert conversations into clear tasks with owners, deadlines, and follow-through. Preferred experience in mortgage/real estate or financial services, CRM/HRIS/project management tools, experience with remote teams, and bilingual ability are valued; local in-office presence in South Pasadena is preferred.
Required Qualifications
- Minimum of 3+ years of experience in an executive support or senior administrative role
- Experience supporting a CEO, founder, president, or senior leadership team
- Strong calendar management and scheduling skills
- Excellent written and verbal communication skills
- High level of discretion and ability to handle confidential information
- Strong organization, follow-through, and attention to detail
- Ability to manage multiple priorities without constant direction
- Comfortable communicating with executives, managers, vendors, loan officers, and external partners
- Proficient with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Ability to work independently and take initiative
- Professional, calm, and reliable under pressure
- Experience coordinating meetings, notes, action-item tracking, SOPs, and internal communications
- Experience with CRM systems, project management tools, or mortgage-related systems
- Experience working with remote teams or virtual assistants
- Bilingual English/Spanish preferred
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