Executive Administrative Assistant

Mutual of Omaha Mortgage; Irvine, Northern (CA, KY); Hybrid; USD 41,000 - 55,000; Full time

Benefits offered by this job

Vacation accrual

Paid sick time

Holiday benefits

Medical plans

Dental coverage

Vision coverage

Life insurance

401K match

Employee loan program

Legal services

Job summary

Mutual of Omaha Mortgage is seeking an Executive Administrative Assistant to support senior leadership and core office operations. The role involves coordinating schedules, managing priorities, and handling sensitive information with discretion.

The ideal candidate will be organized, proactive, and comfortable juggling multiple tasks in a fast-paced environment. Salesforce basics, MS Office 365, and strong communication are essential.

Qualifications

• 3+ years in administrative or operations roles.
• Ability to work autonomously in a fast-paced environment.
• Strong organizational skills with attention to detail.
• Experience with Salesforce at a basic admin level.
• Proficient with MS Office 365 and Excel.

Responsibilities

• Executive & Office Support: scheduling, coordination, follow-ups, task tracking.
• Project & Operational Support: planning office initiatives, moves, logistics tracking.
• Salesforce & Systems Administration: pull reports, update contacts, data hygiene.
• Administrative & Financial Tasks: manage expense data, documentation, reporting.
• General Support: handle diverse requests, manage workload, escalate when needed.

Skills

3+ years exp

Autonomous work

Organizational skills

Attention to detail

Clear communicator

Tools

Salesforce

MS Office 365

Excel

Project management tools

Job description

Executive Administrative Assistant

Location: CA- Irvine
Job Type: Contract

Mutual of Omaha is a Fortune 300 Company. Mutual of Omaha Mortgage is inspired by hometown values and a commitment to being responsible and caring for each other. We exist for the benefit of our customers and employees.

Mutual of Omaha Mortgage is a full-service lending company offering both Forward and Reverse Mortgage products including a complete line of residential mortgage, refinancing, specialty, and HECM loans. We employ a knowledgeable staff of experienced Loan Officers with an operations team that is second to none. If you are interested in joining a team that promotes from within and works together toward a common goal of helping customers with their mortgage needs.

Role Description

Mutual of Omaha Mortgage is seeking a highly capable Executive Administrative Assistant to support senior leadership while also providing operational and administrative support across the office. This role plays a key part in keeping priorities organized and ensuring follow-through across administrative, logistical, and project-based initiatives.

The ideal candidate is organized, proactive, and comfortable managing competing priorities, anticipating needs, and working with a high degree of independence in a fast-paced environment.

Roles & Responsibilities

Executive & Office Support

• Provide direct administrative support to senior leadership, including scheduling, coordination, follow-ups, and task tracking
• Serve as a central support resource for office-wide administrative needs
• Maintain discretion and professionalism when handling sensitive information

Project & Operational Support

• Assist with planning and execution of office initiatives, including office moves and physical space planning
• Track furniture inventory, vendors, timelines, and deliverables related to office logistics
• Support basic project management efforts by tracking deadlines, dependencies, and open items

Salesforce & Systems Administration

• Perform basic Salesforce administrative tasks, including:
  • Pulling reports
  • Updating contact records
  • Data entry and hygiene tasks
• Support ad hoc system-related requests as needed

Administrative & Financial Tasks

• Pull and organize credit card expense data and supporting documentation
• Assist with reporting, documentation, and recurring administrative processes
• Handle general administrative tasks as assigned; some routine, some urgent, some unplanned

General Support

• Execute a wide range of requests as they arise; scope will vary by day
• Proactively manage workload and escalation
• Keep work moving without requiring detailed daily direction

Qualifications

• 3+ years of experience in an administrative, executive assistant, or operations support role
• Demonstrated ability to work autonomously in a fast-paced environment with shifting priorities
• Strong organizational and time-management skills; able to juggle multiple workstreams simultaneously
• High attention to detail with a bias toward execution and follow-through
• Comfortable handling both high-visibility work and routine administrative tasks
• Experience with Salesforce at a basic administrative or power-user level
• Strong proficiency with common office tools (MS Office 365, Excel, project management tools)
• Clear communicator who can operate professionally across all levels of the organization

The hourly rate for this position is $30-$40 per hour.

Mutual of Omaha Mortgage is an Equal Opportunity Employer, and we encourage diverse, talented, qualified applicants to apply.We offer an extensive compensation package. Benefits include:

• Vacation — Vacation hours accrue on a per pay period basis. Balance maximums are based on years of service.
• Paid Sick Time — 40 hours of paid sick time after 90 days of employment. State sick time requirements will be added as needed.
• 9Paid Holidays + 1 Cultural Celebration Day (Floating Holiday)
• Multiple PPO Medical Plans, as well as HDHP eligible plan.
• Dental Coverage
• Vision Coverage
• Company Paid Life Insurance
• 401K with a generous employer match
• Additional Benefits including – Optional Life, FSA, Pet Insurance etc.
• Free Legal Services
• Employee Loan Program