Executive Assistant

The Executive Assistant (EA) supports the Sharp Team's Chicago, IL office at CrossCountry Mortgage. The Executive Assistant (EA) provides daily operational and administrative support to a high-performing Loan Officer, ensuring efficient workflows, organized communication, and an excellent client and partner experience. This role is responsible for managing schedules, maintaining systems, supporting task execution, and contributing to smooth day‑to‑day operations across the team.

This position operates within the Eastern and Central working hours to support the Midwest Region.

Job Responsibilities:

• Proactively manage and update the daily calendar, including preparing the next day’s schedule in advance.
• Record detailed notes for all calls, including client information, call type, and relevant context.
• Coordinate scheduling with clients, agents, and internal team members to ensure accurate and timely appointments.
• Maintain organized time blocking, travel time, and priority categories while communicating updates clearly and promptly.
• Monitor and manage the inbox daily, ensuring urgent and time‑sensitive items are prioritized.
• Route emails to the appropriate team members when follow‑up or action is required.
• Maintain an organized inbox structure, including folders for follow‑ups and priority communications.
• Review all inbox, junk, and promotions folders regularly to ensure key items such as contracts, applications, and new client introductions are not missed.
• Manage and update client records, tags, and workflows within the CRM system (BPD).
• Review and complete daily and upcoming CRM tasks to ensure timely follow‑through.
• Monitor and respond to inbound texts and client communications in a timely manner.
• Maintain accurate tracking of client stages and perform regular audits to ensure database accuracy and proper tagging.
• Execute morning priorities, including follow‑ups, task management, and inbox review.
• Manage the Follow‑Up Then (FUT) system to support timely communication.
• Define and maintain clear task ownership between Loan Officer and EA responsibilities.
• Complete daily operational processes efficiently and in alignment with established workflows.
• Review completed calls and tasks with the Loan Officer to confirm next steps.
• Document notes and implement required follow‑up actions.
• Update CRM tags and workflows based on call outcomes.
• Ensure all incomplete items are addressed, scheduled, or reassigned appropriately.
• Serve as the initial point of contact for incoming calls.
• Gather and document client information for new and existing inquiries.
• Schedule calls and ensure accurate data entry in all required systems.
• Direct clients and partners to the appropriate team members while maintaining professionalism and service standards.
• Manage weekly reporting (e.g., loan funded reports).
• Send client communications following loan closings.
• Ensure agent communication processes are completed.
• Assist with onboarding of new team members.
• Maintain accuracy across systems, including the CRM and loan software.
• Update contact information for referral partners as needed.
• Ensure workflows, tags, and automations are functioning properly.
• Support ongoing process improvements and organizational efficiency.
• Adjust scheduling systems and call durations to support out‑of‑office coverage.
• Coordinate calendars and communication among team members.
• Ensure seamless coverage of responsibilities and timely follow‑through.
• Maintain continuity of operations and minimize disruption during absences.

Qualifications and Skills:

• Administrative or Executive Assistant experience, preferred.
• Experience in mortgage, real estate, or financial services, preferred.
• Experience with CRM systems, preferred.
• Familiarity with calendar management tools and email systems, preferred.
• High attention to detail and accuracy.
• Advanced organizational and time management skills.
• Excellent communication skills.
• Proactive problem-solving and critical thinking skills.
• Skilled at prioritizing and multitasking in a dynamic environment.
• Skilled at maintaining a professional, client‑focused mindset in all interactions.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position. 

Pay Range:

• Hourly Rate: $30.00 - $37.00

The posted pay range considers a wide range of compensation factors, including candidate background, experience and work location, while also allowing for salary growth within the position.