Administrative Assistant

Jobtailor; Providence (RI); On-site; USD 40,000 - 50,000; Full time

Job summary

AnnieMac Home Mortgage is seeking a Full Time Administrative Assistant in Providence, Rhode Island. Responsibilities include managing the manager's calendar, handling phone calls, and sending emails. Candidates should have experience related to the mortgage industry, excellent organizational skills, and the ability to manage multiple tasks effectively. This role is essential for enabling the manager to focus on prospecting and generation duties while maintaining an organized office environment.

Qualifications

• Experience related to the Mortgage Industry is preferred.
• Ability to manage calendars and appointments efficiently.
• Excellent communication skills for handling phone calls and emails.

Responsibilities

• Manage manager's calendar and appointments.
• Answer phone and delegate calls as necessary.
• Send emails and manage communications on behalf of the manager.

Job description

Responsibilities

AnneMac 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 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 calendar day prior and confirm all necessary information for appointments provide directions to 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.
• Phone
  • When requested, answer phone and delegate calls to a member of the team that can possibly assist the clients 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. Hourly when manager not in the office or in meetings.
  • Send emails on behalf of the manager upon request.
  • As needed are items the Administrative Assistant will not do on a regular basis, however, may need to assist and/or complete at times.

Additional Job Responsibilities

• 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. Plans, schedules, invites and confirms 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 spread sheets, preparing prospecting tasks, checklist and or forms, making calls for various reasons upon request).
• Other duties as assigned.