[Remote] Executive Assistant

Note: The job is a remote job and is open to candidates in USA. CrossCountry Mortgage, LLC is the nation's number one distributed retail mortgage lender with a strong culture of employee engagement. The Executive Assistant will provide operational and administrative support to a high-performing Loan Officer, ensuring efficient workflows and an excellent client experience.

Responsibilities

• Proactively manage and update the daily calendar, including preparing the next day’s schedule in advance
• Record detailed notes for all calls, including client information, call type, and relevant context
• Coordinate scheduling with clients, agents, and internal team members to ensure accurate and timely appointments
• Maintain organized time blocking, travel time, and priority categories while communicating updates clearly and promptly
• Monitor and manage the inbox daily, ensuring urgent and time‑sensitive items are prioritized
• Route emails to the appropriate team members when follow‑up or action is required
• Maintain an organized inbox structure, including folders for follow‑ups and priority communications
• Review all inbox, junk, and promotions folders regularly to ensure key items such as contracts, applications, and new client introductions are not missed
• Manage and update client records, tags, and workflows within the CRM system (BPD)
• Review and complete daily and upcoming CRM tasks to ensure timely follow‑through
• Monitor and respond to inbound texts and client communications in a timely manner
• Maintain accurate tracking of client stages and perform regular audits to ensure database accuracy and proper tagging
• Execute morning priorities, including follow‑ups, task management, and inbox review
• Manage the Follow‑Up Then (FUT) system to support timely communication
• Define and maintain clear task ownership between Loan Officer and EA responsibilities
• Complete daily operational processes efficiently and in alignment with established workflows
• Review completed calls and tasks with the Loan Officer to confirm next steps
• Document notes and implement required follow‑up actions
• Update CRM tags and workflows based on call outcomes
• Ensure all incomplete items are addressed, scheduled, or reassigned appropriately
• Serve as the initial point of contact for incoming calls
• Gather and document client information for new and existing inquiries
• Schedule calls and ensure accurate data entry in all required systems
• Direct clients and partners to the appropriate team members while maintaining professionalism and service standards
• Manage weekly reporting (e.g., loan funded reports)
• Send client communications following loan closings
• Ensure agent communication processes are completed
• Assist with onboarding of new team members
• Maintain accuracy across systems, including the CRM and loan software
• Update contact information for referral partners as needed
• Ensure workflows, tags, and automations are functioning properly
• Support ongoing process improvements and organizational efficiency
• Adjust scheduling systems and call durations to support out‑of‑office coverage
• Coordinate calendars and communication among team members
• Ensure seamless coverage of responsibilities and timely follow‑through
• Maintain continuity of operations and minimize disruption during absences

Skills

• High attention to detail and accuracy
• Advanced organizational and time management skills
• Excellent communication skills
• Proactive problem-solving and critical thinking skills
• Skilled at prioritizing and multitasking in a dynamic environment
• Skilled at maintaining a professional, client‑focused mindset in all interactions
• Administrative or Executive Assistant experience
• Experience in mortgage, real estate, or financial services
• Experience with CRM systems
• Familiarity with calendar management tools and email systems

Benefits

• Medical
• Dental
• Vision
• 401K
• Company-provided short-term disability
• Employee assistance program
• Wellness program

Company Overview

Company H1B Sponsorship