Job Description
Job DescriptionExecutive Administrative Assistant
Location: CA- Irvine
Job Type: Full Time
Mutual of Omaha is a Fortune 300 Company. Mutual of Omaha Mortgage is inspired by hometown values and a commitment to being responsible and caring for each other. We exist for the benefit of our customers and employees.
Mutual of Omaha Mortgage is a full-service lending company offering both Forward and Reverse Mortgage products including a complete line of residential mortgage, refinancing, specialty, and HECM loans. We employ a knowledgeable staff of experienced Loan Officers with an operations team that is second to none. If you are interested in joining a team that promotes from within and works together toward a common goal of helping customers with their mortgage needs, please review and apply for our opening below!
Mutual of Omaha Mortgage is looking for a Marketing & Administrative Assistant to keep our office and marketing team running smoothly. This is a versatile, hands-on role that blends executive and office support with marketing coordination — the ideal candidate is a strong communicator, highly organized, tech-savvy, and energized by variety. This role reports directly to the EVP of Marketing & Innovation and provides support to both the EVP of Marketing & Innovation and the SVP of Marketing & Analytics.
Role & Responsibilities:
Executive & Office Support
- Provide day-to-day administrative support to the EVP of Marketing & Innovation and the SVP of Marketing & Analytics, including calendar management, meeting scheduling, travel arrangements, and expense reporting.
- Serve as the first point of contact for the office — greet visitors, manage incoming calls and correspondence, and route inquiries to the appropriate team members.
- Maintain office operations, including supply inventory and ordering, vendor coordination, mail and shipping, and conference room and equipment readiness.
- Prepare agendas, take and distribute meeting notes, and track action items through to completion.
- Coordinate onboarding logistics for new team members, including workspace setup, equipment requests, and welcome materials.
Marketing Coordination
- Support the marketing team with campaign coordination, including gathering assets, tracking deadlines, and keeping project calendars and task boards current.
- Draft, proofread, and format marketing materials, email communications, social media posts, presentations, and internal announcements for a professional, consistent voice.
- Assist with event and webinar logistics — registration, materials, vendor coordination, and post-event follow-up.
- Maintain organized libraries of brand assets, templates, and approved collateral, and ensure team members are working from current versions.
- Route all borrower-facing marketing content through the established Compliance and Legal review process prior to publication or distribution, and maintain records of approvals.
Communication & Coordination
- Communicate clearly and professionally with internal teams, loan officers, vendors, and customers across email, phone, and in person.
- Act as a liaison between the marketing team and other departments (Sales, Operations, IT, HR) to keep requests and deliverables moving.
- Help build and maintain internal documentation, standard operating procedures, and process checklists.
Technology & Systems
- Work confidently in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and quickly learn new tools, including marketing automation, CRM, project management, and design platforms.
- Build and maintain spreadsheets, trackers, and simple reports that give the team visibility into projects, budgets, and deadlines.
- Troubleshoot basic technology and A/V issues and coordinate with IT when additional support is needed.
Other Duties
- Handle special projects and other assigned duties as business needs evolve, with a positive, can-do attitude.
- Handle confidential company and customer information with discretion and in accordance with company policies and applicable privacy regulations.
Requirements:
- Associate's or Bachelor's degree, or equivalent combination of education and administrative experience.
- 2+ years of experience in an administrative, executive assistant, office coordinator, or marketing support role.
- Excellent written and verbal communication skills, with strong attention to grammar, tone, and detail.
- Exceptional organizational and time-management skills; able to prioritize competing requests and meet deadlines in a fast-paced environment.
- Tech-savvy and quick to learn new software; proficiency in Microsoft 365 required, and familiarity with CRM, marketing automation, project management, or design tools (e.g., Salesforce, HubSpot, Asana, Canva) a plus.
- Professional, approachable demeanor with a customer-service mindset and the ability to work well with people at all levels of the organization.
- High level of discretion and sound judgment when handling sensitive information.
- Proactive, resourceful, and adaptable — comfortable taking ownership of tasks with minimal supervision and asking the right questions when direction is unclear.
- Experience in a regulated industry (financial services, mortgage, insurance) a plus.
The hourly rate for this position is $30-$40 per hour.
Mutual of Omaha Mortgage is an Equal Opportunity Employer, and we encourage diverse, talented, qualified applicants to apply. We offer an extensive compensation package. Benefits include:
- Vacation — Vacation hours accrue on a per pay period basis. Balance maximums are based on years of service.
- Paid Sick Time — 40 hours of paid sick time after 90 days of employment. State sick time requirements will be added as needed.
- 9 Paid Holidays + 1 Cultural Celebration Day (Floating Holiday)
- Multiple PPO Medical Plans, as well as HDHP eligible plan.
- Dental Coverage
- Vision Coverage
- Company Paid Life Insurance
- 401K with a generous employer match
- Additional Benefits including – Optional Life, FSA, Pet Insurance etc.
- Free Legal Services
- Employee Loan Program
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