Administrative Assistant

Description

Dovenmuehle Mortgage Inc. one of the nation’s oldest and most respected mortgage loan servicing companies is seeking a skilled professional Administrative Assistant to join our training team. This individual reports to the Assistant Vice President of Corporate Training and is responsible for providing support to the training department.

Primary duties include, but not limited to, the following:

• Support the department manager and training team by facilitating the efficient operation of the training department
  • Compile statistical information for department manager as requested
  • Prepare monthly senior meeting agendas/reports and other data as needed
  • Assist with tracking and completion of training audit requests
  • Submit and reconcile expense reports for team members
  • Update and maintain the Time-Off-Vacation calendar
• Schedule meetings and maintain manager’s Outlook calendar if needed
• Professionally write email correspondence, prepare meeting agendas and minutes for team meetings, that are clear, concise, and accurate
• Update the Intranet Training Portal with class dates for key operational areas
• Assist with maintaining the department training calendar and scheduling future classes; prepare monthly training bulletins and tracking spreadsheets
• Update department organization chart, contact lists, and other reference documents
  • Monitor the tracking of On-the-Job Training (OTJ) and ensure the information is obtained and tracked
• Compile General Candidate Testing Results and distribute to HR and others in a timely fashion
  • Order office supplies and maintain supply inventory for all sites
  • Ensure the timely payments of training kits, invoices, and prepare notifications
• Handle document scanning, faxing, copying and mail distribution when returning to the office
  • Other duties as assigned by department manager

Key Competencies

• Strong communicator and genuine team player with the ability to anticipate needs and solve problems independently
• Planning and organization
• Ability to multi-task and prioritize with a sense of urgency and time sensitivity
• Attention to detail and accuracy
• Flexibility and adaptability
• Quicker learner and excellent note-taker

Qualifications

• Some college is preferred, but not required
• Minimum 1-2 years of proven administrative and/or general office experience
  • Demonstrated skills in critical thinking, attention to detail, problem-solving, and ability to manage changing priorities
• Proficient in time management, planning and prioritization
• Self-motivated and enthusiastic, with strong interpersonal skills
• High degree of discretion dealing with confidential information
• Ability and willingness to work well in a team environment