Executive Business Administrator at Panorama Mortgage Group LLC – LAS VEGAS, Nevada

Position Overview:

The Executive Business Administrator plays a nuanced role within an organization, seamlessly integrating the realms of administrative support and executive strategy. This position is tasked with ensuring the smooth operation of executive offices, providing comprehensive support that allows senior leadership to focus on decision-making and strategic planning.

Key Responsibilities:

• Manage and prioritize executives’ calendars, including scheduling meetings, appointments, and travel arrangements to ensure optimal use of time.
• Handle incoming and outgoing communications, including drafting, reviewing, and sending emails, letters, memos, and other correspondence. Screen and direct phone calls as appropriate.
• Act as the primary point of contact between executives, staff, clients, investors, and external partners, maintaining professionalism, confidentiality, credibility, and trust.
• Organize and maintain digital and physical files, records, and information systems to ensure accuracy, accessibility, and compliance with company policies.
• Prepare, edit, and format presentations, reports, memos, and other internal and external communications.
• Coordinate executive meetings and events, including logistics, attendee management, venue arrangements, technology setup, and taking meeting minutes.
• Manage expense reports and budget tracking, including monitoring daily expenses and preparing weekly, monthly, and quarterly financial reports.
• Oversee special projects and initiatives as directed by executives, including research, analysis, prioritization of issues, and cross-department coordination.
• Research, prioritize, and follow up on incoming issues or concerns addressed to senior leadership, including sensitive or confidential matters.
• Collaborate and build strong working relationships with senior executives, executive assistants, internal stakeholders, and business leaders.
• Build and maintain strong relationships with investors.
• Oversee annual recertifications for approved investors, warehouse banks, and insurance providers.
• Maintain accurate and up-to-date investor records in the investor portal, including documentation, distribution preferences, and compliance requirements.
• Coordinate the preparation, distribution, and upload of investor documents, including statements, tax documents, quarterly financials, and asset updates.
• Manage communication materials for existing investors.
• Prioritize conflicting demands, handle matters proactively, and ensure timely follow-through to successful completion.
• Ensure compliance with company policies and procedures as outlined in the Company Handbook.
• Perform other duties as assigned

Office Management:

• Oversee office facilities, including budget management.
• Coordinate vendors for office equipment repairs and preventative maintenance.
• Maintain inventory of office supplies, coffee, beverages, and snacks.
• Proactively collaborate with other offices and sites, overseeing facility and budget management.
• Additional administrative tasks as assigned

Education/Experience:

• High school diploma required. Some college preferred.
• Minimum of 10 years of previous experience supporting executives
• Proficiency in MS Office suite.
• Excellent time management, verbal, and written communication skills.
• Strong organizational abilities with attention to detail.
• Highly organized and adept at multitasking in a fast-paced environment.
• Professional demeanor with exceptional customer service skills.
• Ability to work independently and meet deadlines.

Travel:

• As needed travel internationally between United States and Mexico to meet business needs.

Language:

• English and Spanish required.

Compensation:

• PMG will offer a competitive compensation package commensurate with the background and experience of the applicant.

AAP/EEO Statement: Panorama Mortgage Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.