Executive Assistant/Office Manager

About Essex

Essex Financial Services is a boutique commercial mortgage servicer based in Denver, CO, managing $10 billion in assets across 1,200 loans for ~50 institutional clients. Essex specializes in servicing, draw reviews, collateral surveillance, and mortgage asset management, delivering precision and relationship-driven service. As Essex prepares for its next chapter, leadership is focused on scaling smartly through technology, talent development, and strategic alignment—without losing its boutique DNA.

Summary

Provide executive assistance to company leadership and support the broader team. The successful candidate is a self-starter who can anticipate needs, manage multiple priorities, and maintain confidentiality in a fast-paced environment. They will enable all supported positions to operate more efficiently by managing administrative, organizational, marketing, and operational tasks.

Essential Duties & Responsibilities

Office Operations

• Support office operations, including supplies, vendor relations, and general organization
• Coordinate new hire orientation with Human Resources and staff

· Point of contact with building ownership/management (announcements, changes, tickets, etc.)

Administrative

• Arrange travel plans and itineraries for leadership team, including logistics for domestic travel
• Schedule and calendar management for leadership team including preparation of agendas briefing materials and follow-ups for meetings
• Complete and process expense reports with accuracy and timeliness adhering to company guidelines
• Coordinate, design, and negotiate costs for company events and parties, overseeing all aspects from concept to successful event execution
• Responsible for postage, mail, and packages
• Monitor general email inbox and disseminate information as needed

Marketing & Training

• Assist with creating new and refining existing marketing materials
• Work with website vendor to update company website
• Organize training for the staff through MBA, CREFC, and other third-parties

Project, Compliance, and IT Support

• Oversee monthly, quarterly, and annual reporting to clients
• Assist in new client onboarding, organization of incoming files, and loan boarding (when applicable)
• IT support coordination
• Handle state compliance requirements and deadlines
• Manage third-party vendors and coordinate payments with accounting

This list is not exhaustive; other job-related duties may be assigned as needed.

Competencies

• *Self-Starter / Extrovert* - Anticipate needs, manage multiple priorities, and maintain confidentiality
• Diligent and Detail Oriented - Can assimilate numerous pieces of information to complete requested tasks on time and without error
• Planning/Organizing - Prioritizes and manages multiple tasks effectively; uses time efficiently
• Ethics - treats people with respect; keeps commitments; inspires the trust of others; works with honesty, integrity and ethically; upholds organizational values
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values
• Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation or project; able to deal with frequent change or unexpected events
• Judgement - Exhibits sound and accurate judgement; includes appropriate people in decision making process; makes timely decisions
• Professionalism - Treats others with respect and consideration regardless of status or position; accepts responsibility for own actions; follows through on commitments
• Quality - Demonstrates accuracy and thoroughness; applies feedback to improve performance; monitors own work to ensure quality
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with alternate plan
• Word, Excel, PowerPoint, Outlook - Proficient using basic Microsoft Office programs.
• Artificial Intelligence - Experience with CoPilot

Qualifications

• Four-year college degree or two-year technical degree preferred
• 2+ years in similar positions required
• Strong written and verbal communication skills
• Reasoning and problem-solving skills
• Professional attire and demeanor
• Knowledge of Real Estate Industry

Physical Demands & Work Environment

• Must be able to perform essential functions with or without reasonable accommodation
• Professional office environment

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person