Marketing & Administrative Assistant

Mutual of Omaha Mortgage•Irvine, CA

3d•$30 - $40•Onsite

About The Position

Mutual of Omaha Mortgage is seeking a versatile and organized Marketing & Administrative Assistant to support its marketing team and ensure smooth office operations. This role combines executive and office support with marketing coordination, requiring a strong communicator who is tech-savvy and thrives in a varied work environment. The position reports directly to the EVP of Marketing & Innovation and also supports the SVP of Marketing & Analytics. Mutual of Omaha Mortgage is a full-service lending company known for its hometown values and commitment to customer and employee well-being, offering both Forward and Reverse Mortgage products.

Requirements

Associate's or Bachelor's degree, or equivalent combination of education and administrative experience.
2+ years of experience in an administrative, executive assistant, office coordinator, or marketing support role.
Excellent written and verbal communication skills, with strong attention to grammar, tone, and detail.
Exceptional organizational and time-management skills; able to prioritize competing requests and meet deadlines in a fast-paced environment.
Tech-savvy and quick to learn new software; proficiency in Microsoft 365 required.
Professional, approachable demeanor with a customer-service mindset and the ability to work well with people at all levels of the organization.
High level of discretion and sound judgment when handling sensitive information.
Proactive, resourceful, and adaptable — comfortable taking ownership of tasks with minimal supervision and asking the right questions when direction is unclear.

Nice To Haves

Familiarity with CRM, marketing automation, project management, or design tools (e.g., Salesforce, HubSpot, Asana, Canva) a plus.
Experience in a regulated industry (financial services, mortgage, insurance) a plus.

Responsibilities

Provide day-to-day administrative support to the EVP of Marketing & Innovation and the SVP of Marketing & Analytics, including calendar management, meeting scheduling, travel arrangements, and expense reporting.
Serve as the first point of contact for the office — greet visitors, manage incoming calls and correspondence, and route inquiries to the appropriate team members.
Maintain office operations, including supply inventory and ordering, vendor coordination, mail and shipping, and conference room and equipment readiness.
Prepare agendas, take and distribute meeting notes, and track action items through to completion.
Coordinate onboarding logistics for new team members, including workspace setup, equipment requests, and welcome materials.
Support the marketing team with campaign coordination, including gathering assets, tracking deadlines, and keeping project calendars and task boards current.
Draft, proofread, and format marketing materials, email communications, social media posts, presentations, and internal announcements for a professional, consistent voice.
Assist with event and webinar logistics — registration, materials, vendor coordination, and post-event follow-up.
Maintain organized libraries of brand assets, templates, and approved collateral, and ensure team members are working from current versions.
Route all borrower-facing marketing content through the established Compliance and Legal review process prior to publication or distribution, and maintain records of approvals.
Communicate clearly and professionally with internal teams, loan officers, vendors, and customers across email, phone, and in person.
Act as a liaison between the marketing team and other departments (Sales, Operations, IT, HR) to keep requests and deliverables moving.
Help build and maintain internal documentation, standard operating procedures, and process checklists.
Work confidently in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and quickly learn new tools, including marketing automation, CRM, project management, and design platforms.
Build and maintain spreadsheets, trackers, and simple reports that give the team visibility into projects, budgets, and deadlines.
Troubleshoot basic technology and A/V issues and coordinate with IT when additional support is needed.
Handle special projects and other assigned duties as business needs evolve, with a positive, can-do attitude.
Handle confidential company and customer information with discretion and in accordance with company policies and applicable privacy regulations.

Benefits

Vacation — Vacation hours accrue on a per pay period basis. Balance maximums are based on years of service.
Paid Sick Time — 40 hours of paid sick time after 90 days of employment. State sick time requirements will be added as needed.
9 Paid Holidays + 1 Cultural Celebration Day (Floating Holiday)
Multiple PPO Medical Plans, as well as HDHP eligible plan.
Dental Coverage
Vision Coverage
Company Paid Life Insurance
401K with a generous employer match
Additional Benefits including – Optional Life, FSA, Pet Insurance etc.
Free Legal Services
Employee Loan Program