Executive Assistant

About the Role

Our client is a fast-growing mortgage lending fund operating in the Dallas–Fort Worth area. They specialize in short-term business purpose loans for real estate flippers and builders. They are a lean, fast-moving team seeking an Executive Assistant to support day-to-day operations, loan servicing, marketing coordination, and data gathering.

This role is designed for someone proactive, detail-oriented, and tech-savvy, who thrives in a dynamic environment and wants to grow within the company as it scales. You’ll work directly with two of the company founders and take ownership of operational workflows, communication systems, and process improvement initiatives. Additionally, as the founders seek to build new initiatives, this role will be highly important in helping integrate the various arms to maximize operational synergies.

Key Responsibilities

Administrative Support

• Manage and organize email inboxes for founders, ensuring timely responses to time-sensitive communications.
• Oversee calendar management, scheduling meetings, and optimizing daily workflows.
• Maintain and update contact databases, project files, and business records.
• Manage Dropbox and file organization systems for easy access.

Loan Servicing & Business Operations

• Assist in servicing active loans, tracking updates, maintaining documentation, and ensuring CRM accuracy.
• Support communication between clients, lenders, and partners for active loan portfolios.
• Manage and update data across platforms including Petra (loan servicing software) and HubSpot.
• Identify repetitive administrative tasks and help create SOPs to streamline them.
• Take ownership of an internal SOP library using Loom recordings and documentation.

Marketing & Communications

• Coordinate social media content distribution, publishing updates on loan closings, funding milestones, and other business announcements.
• Manage automations and triggers for marketing campaigns across multiple platforms.
• Support brand visibility by maintaining consistent posting and engagement workflows.

Process Management & Growth Initiatives

• Collaborate on internal audits of time usage and workflow efficiency (“time value exercises”).
• Contribute to the design and documentation of systems for better delegation and operational clarity.
• Conduct research, compile reports, and prepare presentations as needed.
• Grow into higher-level project ownership as company initiatives expand.

Requirement

Skills

• Bilingual English proficiency.
• Prior experience in administrative, executive assistant, or operations roles.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Strong analytical and documentation skills for process development.
• Demonstrated ability to manage multiple projects simultaneously and meet deadlines.
• General understanding of AI and how to leverage ChatGPT for increased productivity.
• Familiarity with real estate, lending, or financial services is a plus.

Technology & Tools

• Familiarity with G Suite, HubSpot CRM, Dropbox for file management.
• Comfort with new platforms and software, particularly Petra (training provided).
• Familiarity with ChatGPT and willingness to learn and input information.

Compensation & Structure

• Monthly Compensation: USD $1,500–$2,000, depending on experience and qualifications.
• Full-time remote position.
• Available to work 9am - 5pm U.S. Central Time (CST)
• Potential to evolve into a Chief of Staff–type role as the company expands.
• 10 days of PTO, not to be taken in 2 consecutive weeks.