Job description

Executive 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

Requirements

Must-haves

Executive 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.
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.

Nice-to-haves

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.
Experience in a regulated industry (financial services, mortgage, insurance) a plus.

Application prep

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Platform: jazzhr
Effort: medium

Benefits

Benefits detected in the listing.

Dental

Vision

401k