Executive Assistant Job at Gold Star Mortgage Financial Group in Sarasota

Executive Assistant – Job Description

Summary & Purpose of Position: As an Executive Assistant, you will provide high-level administrative support and play a crucial role in assisting the Division President and team in operations. This role is ideal for someone who thrives on precision, handles sensitive information with discretion, and brings a high level of personal polish to everything they do. You’ll be the right hand to the executive – managing schedules, coordinating meetings, handling communications, and representing the business with professionalism and poise.

Status: Regular, Full Time
Pay Grade: Hourly
FLSA Status: Non-Exempt
Department: Sales
Schedule: M-F
Location: Sarasota, FL

Responsibilities

• Provide high-level administrative support, including drafting letters, memos, invoices, reports and other professional correspondence.
• Manage executive calendars, meetings, and appointments with accuracy and foresight.
• Schedule and attend meetings on behalf of executives; take accurate notes and prepare clear, organized meeting minutes.
• Handle incoming communications (emails, memos, calls); review, prioritize, and distribute content as appropriate.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries for executives and management.
• Plan and support internal events, meetings, and off-site functions as needed.
• Maintain organized records and files; retrieve and summarize information from various sources, including emails, reports, and meeting notes.
• Perform general office tasks such as ordering supplies and light bookkeeping.
• Draft and edit internal and external communications, including reports, presentations, and professional correspondence.
• Serve as liaison between executives and both internal staff and external stakeholders.
• Assist with special projects, monitor progress, and ensure timely completion of key deliverables.
• Maintain strict confidentiality and demonstrate sound judgment in all matters.
• Perform additional administrative and support duties as assigned.

Essential Skills and Experience

• Strong ability to work independently and collaboratively in a dynamic, fast-paced environment.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities with a proven record of meeting deadlines.
• Advanced proficiency in Microsoft Office Suite and/or Google Workspace.
• High attention to detail and ability to multitask effectively under pressure.
• Demonstrated professionalism, discretion, and sound judgment.

Preferred Education / Experience

• Experience in supporting high-level executives is a plus.
• Tech-savviness with tools like Google Workspace, Microsoft Office, and project management software.
• 5-10 years of administrative or executive assistant experience is a plus.
• Experience in the mortgage industry is a plus.

Direct Reports

No direct reports

Physical Demands / Environment

The environment is characteristic of an office setting with occasional travel required. Must be able to execute time-sensitive transactions, and be able to work flexible hours including evenings and weekends.