Executive Assistant

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

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.

Bachelor’s degree

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.