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Senior Executive Assistant to the Founder & Chairman

First Colony Mortgage · Orem, UT · 6 days ago
On-siteAdministrative$80k/yrFull-time

About the Role

The Senior Executive Assistant to the Founder & Chairman provides high-level administrative, operational, and strategic support to the founder and chairman of First Colony Mortgage Corporation. This role serves as a trusted right hand—managing complex scheduling, communications, projects, and personal logistics with discretion, sound judgment, and a high degree of professionalism. The ideal candidate anticipates needs before they arise, exercises strong independent judgment, and can move seamlessly between corporate priorities and personal/family matters.

Responsibilities

  • Calendar & Travel Management
    • Manage executive calendar end-to-end, resolving scheduling conflicts and prioritizing meeting requests based on strategic importance
    • Coordinate meetings across multiple stakeholders and time zones
    • Arrange all travel logistics, including private jet and commercial flights, hotel accommodations, and ground transportation, with detailed itineraries for each trip
  • Communications & Correspondence
    • Screen and triage incoming email and phone communications, drafting responses on the executive's behalf
    • Serve as primary point of contact and gatekeeper between the executive and internal staff, clients, and external partners
    • Prepare briefing materials and talking points ahead of meetings and key conversations
  • Meeting Coordination & Follow-Through
    • Build agendas, attend meetings, and record detailed notes/minutes
    • Track action items post-meeting and drive follow-up to ensure timely completion
    • Manage logistics for larger meetings, including room setup, AV, catering, and materials
  • Document, Project Management & Meeting Prep
    • Draft, format, and proofread correspondence and presentations
    • Maintain organized digital and physical filing systems
    • Track progress on executive-sponsored initiatives, following up with stakeholders to keep deadlines on schedule
    • Send daily prioritization lists reflecting decisions, key meetings, and priorities
  • Administrative Operations
    • Process expense reports, reimbursements, and invoices
    • Manage executive supply ordering and general office logistics
  • Strategic Judgment & Prioritization
    • Exercise discretion in determining which matters require direct executive attention versus items that can be delegated or resolved independently
    • Proactively anticipate needs to minimize friction and maximize the executive's time
  • Additional Responsibilities (As Needed)
    • Support HR/onboarding processes
    • Plan and execute offsites and board meetings
    • Assist with personal scheduling or family logistics for the executive
  • Personal Investment Tracking
    • Manage, prioritize, and follow up on needed items related to the executive's personal investments outside of First Colony

Requirements

  • Bachelor's degree (or equivalent experience) in a business-related field preferred
  • 5-7 years of executive support/assistant experience supporting C-Suite leadership
  • Exceptional working knowledge of MS Office tools and technology (PowerPoint, Excel, WebEx, Teams, etc.)
  • Certified Administrative Professional preferred
  • Extreme organization and attention to detail
  • Ability to read a room and adapt communication accordingly
  • Ability to prioritize and manage day-to-day operations at an executive level
  • Friendly, approachable, and professional demeanor
  • Strong business analysis skills
  • Sound judgment and unwavering discretion with confidential information
  • Excellent written and verbal communication skills
  • Comfort operating in a fast-paced, high-stakes environment with shifting priorities

This position requires occasional travel of up to 10%, including required attendance at company summits (typically one to two per year). Additional travel may include conferences, visits to company locations, and other business-related events as needed.

Benefits

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Vision insurance

Pay

From $80,000.00 per year

Work Location

In person

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