Executive Assistant

Department:
Executive Operations

Employment Type:
Full Time (Hybrid - 3 days / week in office)

Location:
San Francisco Bay Area (Burlingame/San Mateo)

We're not just filling positions—we're building a team of visionaries, problem-solvers, and trailblazers.

At The Mortgage Office, we're expanding our presence in the San Francisco Bay Area and seeking an exceptional Executive Assistant & Administrative Business Partner to support our senior leadership team. This role combines high-level executive support with strategic business partnerships, requiring someone who thrives in a dynamic environment and can seamlessly bridge our Bay Area operations with our SoCal headquarters.

Job Overview

The Executive Assistant & Administrative Business Partner will provide comprehensive support to senior executives while serving as a strategic partner in driving operational excellence and business initiatives. This hybrid role requires exceptional organizational skills, business acumen, and the ability to manage complex priorities in a fast-paced fintech environment. You'll be instrumental in facilitating communication between our Bay Area presence and headquarters, ensuring seamless operations and contributing to strategic projects that shape our company's future.

About The Mortgage Office

The Mortgage Office (TMO) is a loan management software platform purpose-built for the private lending industry. Founded in 1978 and headquartered in Huntington Beach, California, we've spent over 45 years perfecting loan origination, servicing, and fund management solutions. Our comprehensive platform is trusted by 1,200+ private lenders globally—earning recognition as a Grid Leader with 4.8/5 ratings across industry review sites.

As we expand our footprint in the Bay Area's thriving fintech ecosystem, we're looking for talented professionals who share our commitment to innovation, accuracy, and exceptional customer service. At TMO, our customers and employees feel like family, and we're proud of the collaborative culture we've built.

Key Responsibilities
Executive Support (60%)

·      
Manage complex calendars
for the President and Chief of Staff at TMO, coordinating meetings across time zones, prioritizing commitments, and ensuring optimal time allocation for strategic initiatives

·      
Coordinate travel arrangements
including flights, accommodations, ground transportation, and detailed itineraries for domestic and international business travel

·      
Prepare and organize materials
for board meetings, investor presentations, customer visits, and internal leadership sessions, ensuring executives are fully prepared with relevant briefing documents

·      
Handle confidential information
with utmost discretion, managing sensitive documents, communications, and business intelligence

·      
Facilitate communication
between Bay Area operations and Huntington Beach headquarters, serving as a liaison to ensure alignment and information flow

·      
Manage expense reports
and budget tracking for executive team, ensuring compliance with company policies and timely processing

·      
Screen and prioritize
incoming communications, managing email correspondence, phone calls, and meeting requests to protect executive time

Administrative Business Partnership (40%)

·      
Drive special projects
assigned by executive leadership, from initial scoping through execution and delivery, coordinating cross-functional resources as needed

·      
Support strategic initiatives
including market analysis, competitive intelligence gathering, and preparation of executive-level reports and presentations

·      
Coordinate Bay Area office operations
ensuring smooth day-to-day functioning, vendor management, and facility coordination for the Burlingame/San Mateo location

·      
Plan and execute events
including customer visits, team meetings, company gatherings, and industry conferences, managing logistics from conception to completion

·      
Maintain stakeholder relationships
with key customers, partners, investors, and board members, serving as a professional point of contact

·      
Develop and implement
administrative processes and systems to improve efficiency, streamline operations, and enhance team productivity

·      
Support talent acquisition
by coordinating executive interviews, managing candidate logistics, and ensuring exceptional candidate experience for Bay Area hires

·      
Manage team communications
including preparation of internal announcements, team updates, and coordination of all-hands meetings

Qualifications
Minimum Requirements:

·      Bachelor's degree or equivalent professional experience

· years of executive assistant experience supporting C-level executives in fast-paced technology or financial services environments

·      Exceptional organizational skills with proven ability to manage multiple complex priorities simultaneously

·      Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

·      Outstanding written and verbal communication skills with ability to interact professionally at all levels

·      Demonstrated discretion handling confidential and sensitive information

·      Strong problem-solving abilities with resourcefulness and independent judgment

·      Flexibility to occasionally travel to Huntington Beach headquarters and other locations as needed

·      Ability to work from Bay Area office (Burlingame/San Mateo area) with hybrid flexibility

Preferred Qualifications:

· years supporting senior executives in SaaS, fintech, or financial services companies

·      Experience supporting distributed teams and managing remote/hybrid work environments

·      Experience in startup or high-growth technology companies

·      Knowledge of the lending, mortgage, or financial services industry

·      Proficiency with CRM systems (Hubspot), expense management tools, and collaboration platforms

·      Event planning experience for corporate meetings, conferences, and customer events

·     Project management experience with familiarity in tools like Asana, , or similar platforms

·     
Basic understanding of financial statements, budgeting, and business operations

·      Experience supporting board meetings and investor relations activities

·      Familiarity with Bay Area tech ecosystem and business community

Benefits & Perks

·      
Comprehensive health coverage
including medical, dental, and vision plans for you and your family

·      
401(k) matching
with competitive contribution levels to support your financial future

·      
Competitive compensation
commensurate with Bay Area market rates

·      
Professional development
including training programs, administrative professional conferences, and skill-building opportunities

·      
Flexible work arrangements
with hybrid options balancing in-office collaboration with remote flexibility

·      
Wellness programs
supporting physical and mental health

·      
Paid time off
including vacation, sick leave, and company holidays

·      
Commuter benefits
for Bay Area transportation

·      
Technology stipend
for home office setup

·      
Team building activities
connecting Bay Area and Southern California teams

Why Join The Mortgage Office?

·      
Strategic Impact:
Partner directly with senior leadership in a role that influences company operations and strategic direction

·      
Growth Opportunity:
Join during an exciting expansion phase in the Bay Area, with opportunities to shape our regional presence and grow with the company

·      
Industry Leadership:
Support executives at the highest-ranked lending platform in the US, trusted by 1,200+ companies worldwide

·      
Culture of Excellence:
Work in an environment that values precision, relationships, and innovation, where your contributions directly impact company success

·      
Professional Development:
Access to continuous learning opportunities, exposure to all aspects of the business, and clear paths for career advancement

·      
Hybrid flexibility:
Enjoy the flexibility of hybrid work arrangements, 3 days a week in office and 2 days WFH, while being part of a supportive, family-oriented culture

·      
Bay Area Innovation:
Be at the intersection of fintech innovation in the Bay Area while maintaining connection to our established Southern California roots