Executive Administrative Assistant

POSITION SUMMARY

Madison Mortgage is seeking a highly organized, proactive, and polished Administrative Assistant to provide direct support to our CEO and CFO at our Garden City headquarters.

This is not a traditional administrative role. We are looking for someone who thrives in a fast-paced environment, anticipates needs before they arise, takes ownership of responsibilities, and consistently goes above and beyond. The ideal candidate is tech-savvy, resourceful, detail-oriented, highly discreet, and comfortable interacting with executives, business partners, clients, vendors, and employees at every level of the organization.

This position requires someone who is committed to keeping our executive team organized, informed, and operating efficiently while managing multiple priorities and supporting the broader administrative and operational needs of the organization.

ESSENTIAL DUTIES & RESPONSIBILITES

Executive Support

• Provide high-level administrative support to the CEO and CFO, serving as a professional point of contact for internal departments, business partners, clients, vendors, and employees.
• Anticipate executive needs and proactively manage administrative priorities to keep the CEO and CFO organized, informed, and prepared.

Executive Communication & Follow-Up

• Serve as a liaison between the CEO/CFO, internal and external stakeholders.
• Track action items, deadlines, and follow-ups resulting from executive meetings and communications.
• Follow up with team members to ensure executive directives and priorities are completed.
• Draft and coordinate executive communications, announcements, and internal correspondence.
• Escalate urgent or unresolved matters to the CEO/CFO when appropriate.

Calendar & Scheduling Management

• Manage complex calendars, schedule meetings, and proactively resolve scheduling conflicts.
• Confirm appointments and meetings in advance and ensure executives are prepared.
• Monitor executive schedules and priorities throughout the day and adjust calendars as business needs change.
• Provide timely reminders regarding upcoming meetings, appointments, and schedule changes, including 10- and 5-minute meeting reminders when appropriate.

Office Management

· Manage relationships with office vendors, service providers, building management, and contractors.

· Obtain and compare vendor quotes, coordinate approvals, and track invoices, contracts, renewals, and service agreements.

· Schedule maintenance, repairs, installations, and office services with the appropriate vendor and/or building management.

· Coordinate office events, deliveries, equipment, supplies, and other logistical needs.

· Receive, sort, and distribute incoming mail and correspondence; route documents and other items to the appropriate individuals or departments and ensure time-sensitive or confidential materials are handled appropriately.

· Coordinate outgoing mail, packages, and shipments, including preparing labels, arranging pickups, and tracking deliveries as needed.

Travel Coordination

• Coordinate and book business travel, including flights, hotels, ground transportation, and itineraries.
• Prepare travel information for executives and assist with changes or unexpected issues as they arise.

Special Projects & Initiatives

• Manage and coordinate special projects and strategic initiatives on behalf of the CEO and CFO.
• Conduct research, prepare presentations and supporting materials, coordinate vendors, track project timelines, and manage necessary follow-up.
• Take ownership of assigned projects, provide status updates, and ensure deadlines are met.

Documentation & Reporting

• Prepare reports, correspondence, presentations, spreadsheets, lender applications, and other business documents on behalf of the CEO and CFO.
• Compile information and maintain organized records and documentation for executive review and business needs.

Compliance

• Collaborate with Compliance team and participate in weekly and quarterly meetings regarding compliance and loan quality control.
• Assist with compliance-related documentation, tracking, follow-up, and administrative requirements.
• Monitor outstanding compliance items and coordinate with appropriate parties to ensure timely completion.

Property & Tenant Management

• Coordinate administrative matters related to CEO-owned properties and tenants, including tenant communications, documentation, rental application…