Posting Title: Executive Assistant (Mortgage Broker Admin & Future Team Lead)

Industry: Mortgage

Salary: $15 AUD/hr

Work Experience: 4–5 years

Must have Australian experience

Must have Mercury (CRM) experience

This is a remote position.

Summary:

We are seeking an A-player Executive Assistant with proven Australian mortgage industry experience to deliver high-caliber administrative, operational, and strategic support within a fast-growing mortgage brokerage. This role is pivotal in enabling executive efficiency, ensuring seamless broker operations, and maintaining compliance across the loan lifecycle. The ideal candidate will combine deep knowledge of Australian mortgage processes—ranging from application intake to settlement—with elite organizational, communication, and leadership capabilities.

You will manage complex workflows, maintain meticulous documentation, and serve as a trusted liaison between leadership, brokers, lenders, and clients. With a strong, professional phone presence and a natural ability to build trust, you will represent the brand with clarity and confidence. This is a high-impact, growth-oriented position with a clear trajectory—this individual will eventually lead and manage a team, driving scalability, process optimization, and operational excellence across the business.

Responsibilities:

• Deliver comprehensive executive support to senior leadership, including calendar management, meeting coordination, travel planning, and agenda preparation.
• Manage high-volume inboxes with precision, ensuring timely, accurate, and professional communication with brokers, clients, lenders, and partners.
• Provide end-to-end administrative support throughout the mortgage loan lifecycle, from initial client intake to final settlement.
• Maintain secure, accurate, and compliant digital and physical records of client files, loan documentation, and regulatory forms.
• Assist in preparing, reviewing, and organizing mortgage documentation for lender submission, compliance audits, and internal reporting.
• Act as the central point of contact between executives, mortgage brokers, lenders, and external stakeholders.
• Utilize CRM and loan management systems (e.g., LoanPro, Salesforce) to update client data, track loan stages, and generate performance reports.
• Support social media content creation and scheduling, focusing on mortgage insights, market trends, and brand positioning.
• Identify operational inefficiencies and recommend data-driven improvements to enhance productivity, accuracy, and compliance.
• Prepare executive presentations, dashboards, and performance summaries using lending and business metrics.
• Lead and mentor junior administrative staff, eventually assuming full responsibility for managing a small team within 12–18 months.

Requirements:

• 4–5 years of hands-on experience in mortgage administration or executive support within the Australian mortgage sector.
• In-depth understanding of the full loan origination process, including documentation, compliance requirements, and settlement procedures.
• Proven ability to manage multiple priorities in a fast-paced, deadline-driven environment with consistent accuracy.
• Exceptional communication skills with a professional, confident, and engaging phone voice—critical for client and broker interactions.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with CRM and loan origination platforms.
• Strong attention to detail, discretion, and integrity when handling sensitive client and business information.
• Experience in social media content management and B2B communication tools (e.g., Hootsuite, Buffer).
• Solid knowledge of Australian mortgage regulations, ASIC guidelines, and industry compliance standards.
• Demonstrated leadership potential and the ability to transition into a team management role within 12–18 months.
• Self-starter mindset with initiative, adaptability, and a commitment to continuous improvement.