Executive Assistant

Overview

The Executive Assistant will play a critical role in ensuring efficient operations and strategic time management for our executive team. This role involves a high level of discretion, excellent communication skills, and the ability to multitask effectively. This role will also lead planning and execution for company events; office moves and all additional special tasks.

Company Perks-Health & Wellness:• Comprehensive medical, dental, and vision insurance• Mental health support or Employee Assistance Program• Flexible spending accounts (FSA) or health savings accounts (HSA)• Paid maternity leave or family support programs

Duties

Executive Support:• Provide high-level administrative support to the Executive/Executive team• Manage calendars, coordinate meetings, schedule appointments, and prepare agendas..• Draft and manage communications on behalf of the executive team.• Order monthly office orders for Direct Escrow Offices (6).• Manage and order Birthday and Anniversary gifts for all direct employees.• Assist all employees with internal questions and direct them to the appropriate parties.• Use Corporate AMEX for as needed and responsible for monthly expense reports.• Assist Executive and Accounting Department with Annual Employee Bonus Accruals, Monthly Employee Commissions and Company Event Accruals.• Track and report employee headcount.• Maintain Office Directory & update with any new hires/terminations.• Update Corporate Website with any new hires/terminations/headshot updates etc.

New Hire Onboarding: • Assist Executive team with recruiting new employees. This includes job posting, phone screening and potential follow-up interviews. • Create offer letters and handle the onboarding process of all new employees. Working with corporate HR to properly onboard new hire before start date.• Request access in IIQ portal for new hire.• Coordinate with IT and new hire Branch Managers for a smooth first day of new employee (adding first day to IT and BM calendars).• Order flowers to arrive on new hire’s first day.• Provide new hire their first day emails and provide access to company systems.• Work with Sales Assistant to create signature blocks and order business cards.• Appoint all new Escrow Officers with TDI and Lawyers Title Bond.

Event Planning:• Plan and execute internal and external events, including team offsites, executive meetings and company celebrations.• Source and manage vendors (e.g., venues, catering, A/V), track budgets, and handle logistics from start to finish.• Create and maintain event timelines, run-of-show documents, and communication plans.

Office Build-Outs & Moves:• Oversee office expansions, renovations, and relocations — including liaising with contractors, vendors, and building management.• Coordinate move logistics, including furniture procurement, IT setup, space planning, and vendor scheduling.• Ensure smooth transitions with minimal disruption to daily operations.• Maintain organization of office inventory, supplies, and physical space post-move.

Escrow Support:• Manage Escrow License for all licensed Escrow officers. Remind employees every month if their license expires. Add all newly licensed employees to Lawyers Title TDI Appointment & Lawyers Title Bond.• Manage and complete annual internal audit.• Prepare monthly escrow reports for Executive and meet monthly deadlines.• Run weekly reports to track company performance and communicate performance to employees via email.

Education

Bachelor’s degree

Experience

Qualifications:• Proven experience as an Executive Assistant, Personal Assistant, or similar role (2+ years preferred).• Ability to anticipate needs, solve problems before they arise, and never say “that’s not my job”.• Flexible, resourceful and thriving in fast-paced environments.• Exceptional organizational and time-management skills.• Strong written and verbal communication skills.• Proficiency in Microsoft Office Suite and other relevant tools (e.g., Google Workspace, Zoom, Teams).• Ability to work independently with minimal supervision (in office role).• High degree of professionalism and integrity.