Administrative assistant duties and responsibilities list

Administrative assistant duties and responsibilities list

duties and responsibilities

  • Communicates with clients and realtors and obtains vital information needed for the closing process
  • Assembles closing packages for Closing Attorneys
  • Reviews closing packages for dates/signatures
  • Responsible for recording deeds and mortgages
  • Handles mailing documents to clients/lenders/realtors
  • Sends wires to clients/realtors/lenders
  • Friendly, proactive, organized, willing to jump in and help the closing team with anything
  • Oversees creative trafficking amongst various team stakeholders to ensure all required program sign-offs are secured.
  • Prioritizes tasks and project deliverables to ensure daily activities are managed in a timely, accurate manner on a daily basis.
  • Manages the CEO day-to-day calendar including scheduling of appointments.
  • Handles all client timelines and weekly status report.
  • Manages vendor invoices and payments.
  • Composes memos, transcribe notes, research and create presentations.
  • Coordinates travel arrangements and create trip itineraries.
  • Assists on projects and event planning as needed.
  • Handles small graphic design needs.
  • Uses various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects.
  • The role involves taking ownership of the running accountabilities of the Director, accounts support, marketing, and liaise management with the various offshore associated firms.
  • This is an integrated, encompassing role, involving scheduling, project management, marketing (social media), administration, payments and accounts, preparing legal files, international purchasing, researching, travel expenses, customer service, and more.
  • Taking accountability for timelines and outcomes, the role is suited to a hands-on, get-it-done achiever.
  • Provides centralized clerical processing of all documents connected with the initiation or closing of residential escrows, relieving branches of high volume paperwork.
  • Communicates information and instructions to escrow branches, but not to customers.
  • Primary role is to scan/image/microfilms escrow-related documents to insure history is archived and that vital records are protected.
  • Ensures the imaging process meets quality control standards.
  • This person will act as a gatekeeper for calendars, working closely with the Executive Assistants and teams to coordinate cross functional meetings and events.
  • Review, update, and manage schedules with ruthless prioritization. Manage attendees, agenda, and logistics of all recurring meetings making sure everyone is prepared. This person will display foresight and anticipation.
  • Working closely with recruiting to schedule interviews for multiple people across multiple time zones.
  • Facilitate communication between appropriate departments while handling confidential and non-routine information.
  • Assist with corporate travel, expenses, offsites for executives, candidates, new hire, and team, as needed.
  • Manage calendars for leadership, members, and programs
  • Screen all incoming calls and correspondence
  • Assist with content writing and presentation/meeting preparation
  • Oversee special projects

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