Vanderbilt Mortgage and Finance, Inc
Executive Assistant Project Coordinator II
Vanderbilt Mortgage and Finance, Inc, Maryville, Tennessee, United States, 37803
Executive Assistant Project Coordinator II
At Vanderbilt Mortgage, we believe homeownership makes lives better. For over 50 years, we’ve been committed to making homeownership more attainable for families across the country by providing mortgage solutions that unlock the freedom of home. As a national housing lender, we specialize in financing new and pre-owned manufactured and modular homes. With a diverse range of loan products, a reputation for world-class customer service and a coast-to-coast presence, Vanderbilt continues to be a leader in the industry. Our strength is our people—which is why we prioritize investing in our Team Members through opportunities for growth, a healthy work-life balance, and meaningful recognition of their contributions. Whether just starting out or bringing years of experience, Vanderbilt empowers our Team Members with the tools and training to build a successful career and reach their full potential.
Position Title:
Executive Assistant Project Coordinator II (Non – LO – No Consumer Contact)
Job Status:
Full-Time/Salary
Reports to:
VP Risk Management
Department:
Finance
Amount of Travel:
5%
Vanderbilt Mortgage and Finance, Inc. was established in 1974 and currently services over 150,000 loans. We are an equal opportunity employer committed to creating a diverse workforce. We’re financially strong with a reputation for leading the industry with unsurpassed products and a coast-to-coast presence. We offer opportunities for growth and an encouraging culture that supports work/life balance.
Job Summary
The Executive Assistant Project Coordinator II supports the Finance leadership team and the VP of Risk Management by coordinating policy updates, ensuring compliance with laws and accounting standards, and assisting with risk management initiatives. This role facilitates cross-functional collaboration, organizes meetings and retreats, and manages key projects focused on regulatory compliance and process improvement. Responsibilities include developing project plans, leading meetings, tracking objectives, and enhancing compliance efforts.
Job Functions Finance Leadership Support and Project Coordination
Facilitate partnerships with other business units and serve as a liaison between departments and Finance management to ensure business needs are met efficiently.
Attend meetings on behalf of VMF CFO, VP of Risk Management, Controller and other Senior Finance Managers; record and document decisions and support content for recordkeeping or modernization efforts; transcribe notes when appropriate and report back to leadership.
Collaborate with senior management to align projects with the organization’s strategic objectives, identifying key deliverables and milestones.
Partner with the VP of Risk Management and the senior leadership team on major departmental goals and projects to mature Risk Management processes, including regulatory research, exam close-out items, and creating reporting and policy/procedure documentation for key projects.
Develop and facilitate departmental training for team member development within the Risk Management team.
Develop processes to enhance Incident Response, including reporting/notification obligations and recommendations to maintain operations with vendors during incidents.
Perform and develop audits on an as-needed basis for regulatory items, system access, and business controls.
Create project structures through project plans and document key decisions and risk items; report and collaborate with senior leadership on decisions.
Partner with senior business leaders on business controls documentation and evaluate findings with recommendations for improvement.
Develop Risk Awareness training for team members and customers.
Facilitate the annual Risk Assessment with stakeholder communication, questionnaires, findings summaries, and audit/reporting recommendations.
Reports and Presentations
Conduct research, gather data, and help Finance leadership create and organize presentations in PowerPoint, Canva, and Smartsheets. Build other reports as needed.
Prepare agendas for team meetings, routine project reviews, and retreats.
Monitor and report on project progress to senior management, addressing issues and adjusting as needed.
Self-report on capacity and potential risks or barriers and communicate to senior leadership.
Administrative Support
Perform general administrative tasks; coordinate department communications and onboarding materials.
Facilitate quarterly Finance newsletter and lead a project team to oversee execution.
Coordinate department events, including communications, scheduling, space, catering, and swag.
Organize leadership events and team-building activities.
Assist with travel expenses and reimbursements; coordinate travel for remote offices in line with policies.
Provide content updates for team member training and assist with system implementations and internal audits as directed.
Support policy and procedure changes to meet federal/state laws and accounting rules relevant to Risk Management.
Prepare and send promotion announcements and update team member directory information.
Assist with process creation, data management, and coordination for Finance teams.
Participate on committees involving Finance, from engagement to compliance.
Other Duties As Assigned
This job description is not an exhaustive list of all functions and duties which may be assigned.
Requirements And Qualifications Please list the minimum requirements (i.e., level of education and years of related experience) needed to perform competently in this position.
Education: High school diploma or equivalent. College degree in Accounting, Finance, or Business-related field preferred.
Experience: 6-8 years related experience with a high school diploma or 2-4 years related experience with a bachelor’s degree.
Experience in Collections, Default Servicing, Accounting, Finance, Originations, or Operations a plus.
Completion of some accounting coursework or related accounting/compliance/VMF data reporting experience helpful.
Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and Canva.
Querying skills; knowledge of SQL ViewPoint, EDW, AS400, and accounting-related ERP systems desired.
Experience with loan servicing and originations regulations a plus.
Strong reasoning, organization, prioritization, and ability to manage changes.
Motivated, self-starter, and able to work in a team and independently.
Ability to set goals, identify outcomes, and develop plans; strong communication with stakeholders.
Physical Demands
Must remain in a stationary position 75% of the time and operate a computer and standard office equipment.
Comfortable with email, Teams, phone, and Zoom communication.
Must be able to exchange accurate information at all times.
Work environment is an indoor temperature-controlled office.
Benefits
Medical and Dental Plan with Prescription Coverage and Vision.
Competitive benefits including 401(K) with 100% company match of the first 4%.
PTO, maternity/paternity leave, and holidays; Volunteer Paid Time Off (VTO).
Tuition assistance for your first degree.
State-of-the-art Home Office with fitness facilities and amenities.
Wellness programs focusing on multiple aspects of well-being.
Collaborative and energetic work environment with professional development and promotional opportunities.
Competitive bonus programs.
Vanderbilt Mortgage and Finance, Inc. is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.
Privacy Policy
Vanderbilt Mortgage
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Project Management and Information Technology
Note: This refined description focuses on the essential responsibilities, qualifications, and terms of the Executive Assistant Project Coordinator II role while removing extraneous job ads and formatting issues.
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Position Title:
Executive Assistant Project Coordinator II (Non – LO – No Consumer Contact)
Job Status:
Full-Time/Salary
Reports to:
VP Risk Management
Department:
Finance
Amount of Travel:
5%
Vanderbilt Mortgage and Finance, Inc. was established in 1974 and currently services over 150,000 loans. We are an equal opportunity employer committed to creating a diverse workforce. We’re financially strong with a reputation for leading the industry with unsurpassed products and a coast-to-coast presence. We offer opportunities for growth and an encouraging culture that supports work/life balance.
Job Summary
The Executive Assistant Project Coordinator II supports the Finance leadership team and the VP of Risk Management by coordinating policy updates, ensuring compliance with laws and accounting standards, and assisting with risk management initiatives. This role facilitates cross-functional collaboration, organizes meetings and retreats, and manages key projects focused on regulatory compliance and process improvement. Responsibilities include developing project plans, leading meetings, tracking objectives, and enhancing compliance efforts.
Job Functions Finance Leadership Support and Project Coordination
Facilitate partnerships with other business units and serve as a liaison between departments and Finance management to ensure business needs are met efficiently.
Attend meetings on behalf of VMF CFO, VP of Risk Management, Controller and other Senior Finance Managers; record and document decisions and support content for recordkeeping or modernization efforts; transcribe notes when appropriate and report back to leadership.
Collaborate with senior management to align projects with the organization’s strategic objectives, identifying key deliverables and milestones.
Partner with the VP of Risk Management and the senior leadership team on major departmental goals and projects to mature Risk Management processes, including regulatory research, exam close-out items, and creating reporting and policy/procedure documentation for key projects.
Develop and facilitate departmental training for team member development within the Risk Management team.
Develop processes to enhance Incident Response, including reporting/notification obligations and recommendations to maintain operations with vendors during incidents.
Perform and develop audits on an as-needed basis for regulatory items, system access, and business controls.
Create project structures through project plans and document key decisions and risk items; report and collaborate with senior leadership on decisions.
Partner with senior business leaders on business controls documentation and evaluate findings with recommendations for improvement.
Develop Risk Awareness training for team members and customers.
Facilitate the annual Risk Assessment with stakeholder communication, questionnaires, findings summaries, and audit/reporting recommendations.
Reports and Presentations
Conduct research, gather data, and help Finance leadership create and organize presentations in PowerPoint, Canva, and Smartsheets. Build other reports as needed.
Prepare agendas for team meetings, routine project reviews, and retreats.
Monitor and report on project progress to senior management, addressing issues and adjusting as needed.
Self-report on capacity and potential risks or barriers and communicate to senior leadership.
Administrative Support
Perform general administrative tasks; coordinate department communications and onboarding materials.
Facilitate quarterly Finance newsletter and lead a project team to oversee execution.
Coordinate department events, including communications, scheduling, space, catering, and swag.
Organize leadership events and team-building activities.
Assist with travel expenses and reimbursements; coordinate travel for remote offices in line with policies.
Provide content updates for team member training and assist with system implementations and internal audits as directed.
Support policy and procedure changes to meet federal/state laws and accounting rules relevant to Risk Management.
Prepare and send promotion announcements and update team member directory information.
Assist with process creation, data management, and coordination for Finance teams.
Participate on committees involving Finance, from engagement to compliance.
Other Duties As Assigned
This job description is not an exhaustive list of all functions and duties which may be assigned.
Requirements And Qualifications Please list the minimum requirements (i.e., level of education and years of related experience) needed to perform competently in this position.
Education: High school diploma or equivalent. College degree in Accounting, Finance, or Business-related field preferred.
Experience: 6-8 years related experience with a high school diploma or 2-4 years related experience with a bachelor’s degree.
Experience in Collections, Default Servicing, Accounting, Finance, Originations, or Operations a plus.
Completion of some accounting coursework or related accounting/compliance/VMF data reporting experience helpful.
Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and Canva.
Querying skills; knowledge of SQL ViewPoint, EDW, AS400, and accounting-related ERP systems desired.
Experience with loan servicing and originations regulations a plus.
Strong reasoning, organization, prioritization, and ability to manage changes.
Motivated, self-starter, and able to work in a team and independently.
Ability to set goals, identify outcomes, and develop plans; strong communication with stakeholders.
Physical Demands
Must remain in a stationary position 75% of the time and operate a computer and standard office equipment.
Comfortable with email, Teams, phone, and Zoom communication.
Must be able to exchange accurate information at all times.
Work environment is an indoor temperature-controlled office.
Benefits
Medical and Dental Plan with Prescription Coverage and Vision.
Competitive benefits including 401(K) with 100% company match of the first 4%.
PTO, maternity/paternity leave, and holidays; Volunteer Paid Time Off (VTO).
Tuition assistance for your first degree.
State-of-the-art Home Office with fitness facilities and amenities.
Wellness programs focusing on multiple aspects of well-being.
Collaborative and energetic work environment with professional development and promotional opportunities.
Competitive bonus programs.
Vanderbilt Mortgage and Finance, Inc. is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.
Privacy Policy
Vanderbilt Mortgage
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Project Management and Information Technology
Note: This refined description focuses on the essential responsibilities, qualifications, and terms of the Executive Assistant Project Coordinator II role while removing extraneous job ads and formatting issues.
#J-18808-Ljbffr