Senior Executive Assistant

Location: Remote
Reports to: Chief Strategy Officer (CSO)
Job Type: Full-Time / Exempt

About the Role

Foundation Specialty Finance is seeking a highly organized, detail-driven Executive Assistant to support the Chief Strategy Officer (CSO). The CSO manages multiple business functions across the organization, including licensing and compliance, marketing, borrower engagement, operations, technology integrations, and business development.

This role is designed for someone who can manage high volumes of task tracking, professional communications, licensing coordination, and cross-functional execution — while navigating fast-moving priorities and supporting the CSO’s extended hours.

While executive support is the core function, the role also includes light marketing assistance such as updating branded presentations, tracking outreach tasks, and maintaining marketing folders. Candidates must be comfortable working independently, handling time-sensitive matters, and executing on both routine and strategic tasks across departments.

Key Responsibilities

Executive & Administrative Support

Draft, format, and edit Word documents (letters, contracts, filings, internal reports)
Create, update, and polish PowerPoint presentations and investor decks
Convert between file formats (PDF ↔ Word ↔ PowerPoint) with consistency and quality control
Maintain and edit workflow diagrams and org charts in Visio
Track tasks and deadlines in Asana, ensuring all deliverables stay on track
Take meeting notes and translate them into actionable task lists
Proactively follow up with internal stakeholders and provide the CSO with daily status updates
Respond to emails or draft messages on behalf of the CSO as directed
Maintain and organize OneDrive files with accurate version control and structured folder systems
Be available for time-sensitive requests or deliverables outside standard hours
Prepare branded documents for internal and external use

Licensing & Compliance Support

Track licensing renewal deadlines, officer/broker updates, and DBA registrations across multiple states
Manage compliance calendar and coordinate reminders for filings, deadlines, and required legal updates
Support NMLS and California DRE filings, including new state license applications, amendments, and name changes
Liaise with licensing agencies and filing services to ensure accuracy and timely processing
Assist with compiling and submitting supporting documentation for DFPI/DBO renewals and regulatory requirements
Maintain and organize digital records of all applications, supporting documents, certificates, and communications
Coordinate updates to internal licensing matrices, contact lists, and license status trackers across entities and DBAs
Assist with drafting cover letters, checklists, and follow-up emails to regulators, attorneys, or filing agents as needed

Project Coordination

Coordinate deliverables between teams including compliance, borrower engagement, operations, marketing, and technology
Manage cross-functional timelines and internal status check-ins

Events & Logistics

Plan, coordinate, and support logistics for webinars, conferences, trade shows, and industry events
Prepare event-specific materials, including presentations, flyers, and promotional assets

Additional Duties

Use ChatGPT and AI tools to support drafting, research, formatting, and data summarization
Protect confidentiality and maintain professionalism in all internal and external communications
Perform other tasks as assigned to support CSO priorities across the organization

Experience & Skills Required

3+ years in an executive assistant, licensing/compliance coordinator, or operations admin role
Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Asana, and Visio
Experience working with licensing agencies such as NMLS and DFPI/DRE
Highly detail-oriented, deadline-driven, and able to manage multiple projects concurrently
Strong written communication skills, including email drafting, memo preparation, and formatting
Comfortable using ChatGPT or similar tools to support document drafting and research

Technology & Tools Expertise

Microsoft Office Suite: Word, Excel, PowerPoint, OneDrive, SharePoint, Visio
Asana (or similar): Task tracking, project coordination, internal reporting
HubSpot or CRM: Basic campaign management and contact tracking
Canva: Social graphics, presentations, branded materials
ChatGPT or AI tools: Research and drafting support

Additional Qualifications

Basic knowledge of Adobe Creative Suite is a plus (Photoshop, Illustrator, InDesign)
Knowledge of SEO, PPC, and email marketing best practices is a plus
Bachelor’s degree in Business, Marketing, Communications, or related field preferred
Must be self-motivated, proactive, and able to anticipate needs and take initiative

Job Type: Full-time

Pay: $75,000.00 - $80,000.00 per year

Benefits:

401(k)
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Executive administrative support: 3 years (Preferred)

Work Location: Remote

Foundation Specialty Finance

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Senior Executive Assistant