Executive Business Administrator

Description

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:

Producer (P) – Execution & Results

• Manage and prioritize the executive’s calendar, including scheduling meetings, appointments, and travel arrangements to ensure optimal use of time.
• Prepare and edit presentations, reports, and documents to support executive decision-making and communication.
• Coordinate and oversee logistics for executive meetings and events, including venue selection, attendee management, and technology setup.
• Manage expense reports and budget tracking for the executive office, ensuring accurate and timely financial reporting.
• Coordinate the distribution and upload of investor materials, including statements, tax documents, quarterly financials, and asset updates.
• Oversee special projects and initiatives as directed by the executive, including research, analysis, and cross-functional coordination.

Administrator (A) – Structure, Accuracy & Compliance

• Handle incoming and outgoing communications on behalf of the executive, ensuring clear, professional, and timely correspondence.
• Organize and maintain digital and physical files and records for efficient information management.
• Maintain accurate and up-to-date investor records in the investor portal, including personal information, distribution preferences, and key documentation.
• Oversee and review all yearly recertifications for approved investors, warehouse banks, and insurance partners to ensure compliance.
• Ensure adherence to internal policies, procedures, and documentation standards across executive and investor-related activities.

Entrepreneur (E) – Strategy, Improvement & Forward Thinking

• Identify opportunities to improve executive workflow, communication processes, and operational efficiency.
• Support strategic initiatives involving investors, financial partners, and external stakeholders.
• Assist in developing and refining investor communication materials to align with evolving business goals and market expectations.
• Proactively anticipate executive and investor needs and recommend process or system enhancements.

Integrator (I) – Relationships & Communication

• Act as a liaison between the executive, internal teams, and external contacts to facilitate clear communication and timely project completion.
• Collaborate closely with senior executives and their assistants, building strong working relationships across leadership teams.
• Build and maintain strong relationships with investors, serving as a trusted and responsive point of contact.
• Manage and tailor communication materials for existing investors to ensure clarity, consistency, and engagement.

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

Requirements

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 preferred, Bi-Lingual (English/Spanish) desired.

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.