Senior Administrative Support Assistant

Pennymac • Westlake Village, CA

6d • Onsite

About The Position

Pennymac is seeking a highly organized, proactive, and forward-thinking Executive Assistant to support senior leadership within our Technology Division. Based out of our Westlake Village, CA office, this role is central to keeping our tech leadership team aligned, efficient, and running at pace. The ideal candidate is a master of calendar and travel logistics, an excellent communicator, and a culturally aligned team player. Distinctly, this role is perfect for an administrative professional who is enthusiastic about leveraging cutting-edge AI tools (like Google Gemini, NotebookLM, and Claude) to optimize workflows, drive personal productivity, and support division-wide documentation.

Requirements

• Proven track record of interfacing successfully with executive management, demonstrating impeccable judgment, business acumen, and discretion with confidential information.
• Highly proficient in Google Workspace (Docs, Slides, Sheets, and especially Gmail and Google Calendar) as well as Microsoft Office (Word, Excel).
• Exceptional verbal and written communication skills with strong editorial/proofreading capabilities.
• Superior organizational skills with the ability to multitask seamlessly and deliver accurate work under tight deadlines.
• Strong critical thinking, analytical, and problem-solving skills.
• A collaborative team player who brings a friendly, personable, and positive energy to the workplace every day.

Nice To Haves

• Experience working in a fast-paced technology environment is highly preferred.
• Experience within Financial Services is a strong plus.
• Basic project management experience, particularly leading or resourcing administrative initiatives, is preferred.
• A genuine passion for using AI to draft or refine communications. A strong willingness and enthusiasm to learn and experiment with advanced tools (e.g., Gemini/GEMS, NotebookLM, Claude) to elevate division productivity.

Responsibilities

• Proactively manage complex calendars for senior technology executives, anticipating needs, resolving conflicts, and incorporating strategic time blocks.
• End-to-end coordination of travel logistics (flights, lodging, ground transportation) and timely processing of expense reimbursements. Provide overflow travel/expense support to other tech leaders as capacity permits.
• Organize executive meetings, coordinate logistics, manage room reservations, and assist with interview scheduling. Attend key meetings to capture/distribute concise notes (including AI-assisted summaries) and relentlessly track action items.
• Partner with other Pennymac Executive Assistants to align on mutual meetings, travel schedules, and internal executive visits.
• Coordinate an exceptional onboarding experience for new technology hires—ensuring workstation readiness, ordering initial supplies, arranging badge access, and maintaining updated, division-specific orientation materials.
• Lead the planning and execution of local site events, large-scale meetings, and employee engagement initiatives (including catering and room setups).
• Partner with Corporate Facilities on space planning, seating chart maintenance, and move logistics. Submit and track facility/equipment service tickets.
• Monitor and restock office and breakroom supplies for the Westlake Village location. Help tech leaders order peripheral equipment (monitors, keyboards, etc.) and coordinate ergonomic assessments.
• Schedule and facilitate regular operational review meetings; monitor dashboards regarding tech capacity, workload quality, and outages, ensuring subsequent action items are assigned and tracked.
• Monitor team completion of mandatory compliance training, policy renewals, and performance management timelines. Manage employee reward bank allocations and usage.
• Organize, tag, and maintain executive presentations and files in secure digital stores. Assist with light edits to slides/documents and facilitate cross-team documentation efforts.
• Act as a welcoming point of contact for internal and external visitors (vendors, consultants), providing workspace reservations, badge/Wi-Fi access, and brief facility tours.

Benefits

• Comprehensive Medical, Dental, and Vision
• Paid Time Off Programs including vacation, holidays, illness, and parental leave
• Wellness Programs, Employee Recognition Programs, and onsite gyms and cafe style dining (select locations)
• Retirement benefits, life insurance, 401k match, and tuition reimbursement
• Philanthropy Programs including matching gifts, volunteer grants, charitable grants and corporate sponsorships

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed