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Senior Administrative Assistant
ServiceLink
Virginia Beach, VA, United States
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The ideal candidate will enjoy working with clients, both internal and external; be detail oriented; and is driven to meet tight deadlines in a fast paced environment. This role reports directly to the President and is responsible for overseeing administrative services throughout the various lines of business by budgeting administrative resources, managing specialized projects as assigned, providing recommendations and solutions, collaborating with senior leadership and leading administrative team members. If you are ready for a career and not just your next job, now is the time to join our team and become a part of something big.
A DAY IN THE LIFE
In this role, you will…
• Support, direct and oversee Administrative Support Staff
• Facilitate department objectives by distributing workload, documenting and implementing accurate processes
• Request, creatie, update/revise, review, test, finalize/approve and conduct training in order to maintain the Administrative Services Department policies and procedures
• Manage Executive and Administrative Services budget
• Perform high-level administrative duties including, but not limited to, the preparation of special reports, PowerPoint presentations and the maintenance of confidential information
• Provide daily advanced administrative support to include, but not limited to, calendar management for executives, answering phones, maintaining files, maintaining office supplies for the Executive department, distributing mail, expense reimbursement, task tracking, typing, using dictating equipment and making travel arrangements for multiple individuals
• Oversee the set-up and breakdown of on and offsite executive meetings and corporate functions to include room coordination, calendar updates, meal orders and contracting with outside vendors when required
• Manage insurance requests in conjunction with FNF and Legal
• Direct the strategic activities and operations of the Employee Engagement Committee. Develop and partner in employee engagement activities and special events or programs which develop teamwork, aid in retention, and create a positive work environment
• Coordinate space planning and space utilization studies
• Coordinate leasing operational sites in partnership with the Facilities department
• All other duties as assigned
WHO YOU ARE
You possess …
• 5 years of experience, preferably in a relevant field
• General knowledge of mortgage lending/servicing industry
• Must be flexible, organized and have the ability to manage and prioritize daily assignments
• Able to react to change productively and handle other essential tasks as assigned
• Excellent communication skills, both oral and written
• Strong leadership skills
• Solid interpersonal and relationship building skills
• Analytical with the ability to detect problems in workflow
• Ability to multitask, orchestrate projects and meet strict deadlines
• Ability to handle standard office equipment (e.g. personal computer, calculator, copier, facsimile machine, scanner, microfilm reader, etc.)
• Excellent skills in using Microsoft Office 2010 products
LoanCare is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, protected veteran status, national origin, or any other characteristic protected by applicable law.
Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Support, direct and oversee Administrative Support Staff
• Facilitate department objectives by distributing workload, documenting and implementing accurate processes
• Partner with Human Resources to develop and maintain office policies
• Lead strategic planning and coordination of leasing of operational sites by partnering with Facilities department
• Manage Executive and Administrative Services budget
• Provide daily advanced administrative support to include, but not limited to, answering phones, maintaining files, distributing mail, task tracking, typing, using dictating equipment, making travel arrangements
• Position involves high-level administrative duties including, but not limited to, the preparation of special reports, PowerPoint presentations, and the maintenance of confidential information
• Prioritize and manage multiple projects simultaneously and ensure follow through in a timely manner
• Schedule and prepare for monthly Board of Manager’s meetings. Prepare minutes and manage records.
• Assist Corporate Secretary in preparing Board Resolutions, Consent Minutes, and Signing Authority requirements
• Manage insurance requests in conjunction with FNF and Legal
• Arrange on-site and off-site manager meetings and corporate functions
• Reconcile monthly corporate credit card bills
• Manage the office supply needs for Executive department
• Provide support to all non-operations managers (Legal, Compliance, Strategy & Business Development and Corporate Accounting) to include travel arrangements, calendar coordination, PTO tracking, etc., as needed
• Oversee the set-up and breakdown for executive meetings to include room coordination, calendar updates, meal order, etc.
• Responsible for requesting, creating/preparing, updating/revising, reviewing, testing, finalizing/approving, conduct training and maintain the departments policies and procedures
• Other projects as assigned
Qualifications
MINIMUM QUALIFICATIONS
• 5 years of experience, preferably in a relevant field
• General knowledge of mortgage lending/servicing industry
• Must be flexible, organized and have the ability to manage and prioritize daily assignments
• Able to react to change productively and handle other essential tasks as assigned
• Excellent communication skills, both oral and written
• Strong leadership skills
• Solid interpersonal and relationship building skills
• Analytical with the ability to detect problems in workflow
• Ability to multitask, orchestrate projects and meet strict deadlines
• Ability to handle standard office equipment (e.g. personal computer, calculator, copier, facsimile machine, scanner, microfilm reader, etc.)
• Excellent skills in using Microsoft Office 2010 products
WORK CONDITIONS
Working conditions are normal for an office environment. Must have the ability to attend work and be productive during normal business hours and to work early, late or weekend hours as needed for successful job performance.
ESSENTIAL FUNCTIONS
Critical Thinking— Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Reading Comprehension— Understanding written sentences and paragraphs in work related documents.
English Language— Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Speaking— Talking to others to convey information effectively.
Active Learning— Understanding the implications of new information for both current and future problem-solving and decision-making.
Active Listening— Giving full attention to what other people is saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Instructing— Teaching others how to do something.
Judgment and Decision Making— Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Time Management— Managing one's own time and the time of others.
Writing— Communicating effectively in writing as appropriate for the needs of the audience.
Complex Problem Solving —Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Deductive Reasoning —The ability to apply general rules to specific problems to produce answers that make sense.
Problem Sensitivity —The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Written Comprehension —The ability to read and understand information and ideas presented in writing.
Inductive Reasoning —The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Information Ordering— The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Near Vision —The ability to see details at close range (within a few feet of the observer).
Oral Comprehension —The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression —The ability to communicate information and ideas in speaking so others will understand.
Speech Recognition —The ability to identify and understand the speech of another person.
Speech Clarity —The ability to speak clearly so others can understand you.
PHYSICAL DEMANDS
Sitting up to 95% of time
Walking up to 5% of time
Occasional standing, stooping, kneeling, crouching and reaching