Executive Assistant

JOB TITLE: Executive Assistant                  
DEPARTMENT: Administration
LOCATION: Sabina, OH 
REPORTS TO: HR Director                                                                        

JOB SUMMARY: The Executive Assistant provides high-level administrative and operational support to the Executive Team and senior leadership. This position serves as a trusted resource for managing information, compliance, lending administration, records management, financial reporting support, and organizational priorities across the company. The Executive Assistant plays a critical role in maintaining accurate business records, coordinating with internal and external stakeholders, monitoring deadlines and compliance requirements, and supporting efficient business operations.

ESSENTIAL FUNCTIONS: (Note: The following list of essential functions is not exhaustive and may be supplemented, as necessary.)

1. Provide high-level administrative support to executive leadership and designated leadership, including correspondence, reports, invoices, maintaining corporate records, supplies, mail, meeting coordination, and special projects.
2. Support lending operations through loan file management, underwriting support, borrower documentation, reporting, reconciliations, account tracking, and maintenance of lending records and databases.
3. Coordinate and communicate with lenders, attorneys, accountants, insurance providers, title companies, appraisers, government agencies, and other external stakeholders.
4. Maintain centralized legal, financial, operational, tax, insurance, financing, and real estate records while ensuring compliance with document retention requirements.
5. Support accounting and financial reporting activities, including bookkeeping assistance, supporting schedules, quarterly reporting packages, tax recordkeeping, and monitoring reporting accuracy.
6. Manage contracts, insurance policies, licenses, permits, and related documentation, including tracking renewal dates, compliance requirements, and follow-up actions.
7. Maintain property, lease, rental, and asset records, including property maps, ownership information, tax schedules, and related documentation.
8. Monitor and track compliance-related deadlines, filings, reporting requirements, loan activity, tax matters, and other key business obligations.
9. Receive, review, prioritize, and distribute incoming communications; provide professional customer service and serve as a point of contact for internal and external inquiries.
10. Maintain document control systems, filing structures, and corporate records to ensure information is organized, secure, and readily accessible.
11. Conduct research and recommend process improvements, software enhancements, and administrative efficiencies to support business operations.
12. Serve as a collaborative team member, provide backup administrative support as needed, and maintain the highest level of professionalism, discretion, and confidentiality.

PERIPHERAL FUNCTIONS:

1. Perform all other duties as assigned.

ADDITIONAL COMMENTS: All employees of Premier Solutions are responsible for working toward the corporate mission and all quality goals of the organization. Confidentiality must be maintained at all times.

TIME ALLOTMENT TO WORK OBJECTS AND EQUIPMENT: HOURS PER DAY

Stationary Equipment:

Computer/Printer and other miscellaneous office equipment: 6 to 8    
Telephone: As Needed 

PHYSICAL REQUIREMENTS: HOURS PER DAY

Mental/Visual (mind/eye/hand coordination): 6 to 8                                        
Sitting: 6 to 8
Lifting 5-20 lb.: As needed
Standing, walking, stooping, driving: As needed 

EDUCATION AND EXPERIENCE: High school diploma required; associate or bachelor’s degree in business administration or related field preferred. At least 2 years of related experience required.

SKILLS: Excellent verbal and written communication, interpersonal, organizational, attention to detail, accuracy, mathematical and computer skills are required. Must be extremely proficient in Microsoft Office products and time management with the ability to work independently and in a team environment. Able to type 50 words per minute. The ability to self-initiate follow-through of tasks to the end, interact with colleagues at all levels in a fast-paced environment, promote positive helpful work interactions, adapt to change, and exercise independent thinking and judgement is key. Leadership and technical skills preferred.

CERTIFICATIONS/LICENSE: Must have a valid driver’s license.

Premier Solutions is an equal opportunity employer.