Executive Assistant

📋 Description

• • As an Executive Assistant (EA) at Rocket Companies, Inc., you will be instrumental in ensuring the seamless operational efficiency and productivity of a high-achieving executive and their leadership team. This remote role is designed for a highly motivated, detail-obsessed, and proactive individual who thrives in a fast-paced environment and possesses a growth mindset, a strong sense of ownership, and a collaborative spirit.
• • Your primary responsibility will be to provide comprehensive executive administrative support to the Chief Marketing Officer (CMO), which includes managing a complex and dynamic calendar, prioritizing engagements, and proactively identifying and resolving potential conflicts or necessary adjustments. This ensures the CMO's time is optimized for strategic initiatives and critical tasks.
• • You will also extend your support to a select group of marketing leadership team members, assisting with their calendar management, travel arrangements, and expense reporting, thereby enhancing the overall effectiveness of the marketing leadership function.
• • A key aspect of this role involves preparing executives for their day by meticulously reviewing calendars in advance, confirming meeting attendance, and verifying that all scheduled meetings are essential and adequately resourced, ensuring no time is wasted and all participants are prepared.
• • You will be entrusted with managing internal and external communications with the utmost professionalism, discretion, and an unwavering attention to detail, acting as a key point of contact and representative of the executives.
• • The role demands end-to-end ownership of domestic and international travel arrangements. This includes crafting detailed itineraries, making all necessary bookings for flights, accommodations, and ground transportation, and developing robust contingency plans to address any unforeseen changes or disruptions.
• • You will be responsible for coordinating and executing multi-day offsites, leadership meetings, dinners, and other significant events. This involves meticulous planning from conception through to post-event follow-up, ensuring a flawless and impactful experience for all attendees.
• • Accurate and timely management of all travel and corporate card expenses is critical. You will be responsible for submitting expense reports within one week of trip completion, maintaining meticulous records and ensuring compliance with company policies.
• • The position requires oversight of the purchase order (PO) creation, tracking, and reconciliation process. You will ensure accuracy across all vendors and budgets, providing a clear financial overview and control.
• • You will manage the Marketing department’s group credit card, proactively monitoring its usage, ensuring proper documentation, and promptly resolving any discrepancies or issues that may arise.
• • A crucial part of this role involves partnering closely with the Finance and Procurement departments to maintain alignment on budget management, accruals, and monthly close requirements, ensuring financial transparency and accuracy.
• • You will serve as a central coordination point for the Marketing Leadership Team, actively supporting the development of agendas, preparation of meeting materials, management of meeting logistics, coordination with presenters, and tracking of action items and follow-ups.
• • You will take the lead in the administrative planning for recurring departmental events, such as Town Halls. This includes thoughtfully curating agendas, incorporating recognition moments, and organizing presentations to ensure they are engaging and well-executed.
• • Building and maintaining strong cross-functional relationships with other Executive Assistants, members of the broader Marketing organization, and partners across the company is essential for effective collaboration and information flow.
• • Exceptional responsiveness via Microsoft Teams, email, and mobile is expected, particularly when handling real-time changes and urgent requests, ensuring that executive needs are met promptly.
• • Clear, direct, and warm communication is vital, reflecting the company's values and culture in all interactions.
• • Proactive communication regarding your own Out-of-Office time, schedule adjustments, and availability changes is necessary to maintain transparency and ensure continuity of operations for the team.
• • Success in this role means the CMO's time and priorities are managed with exceptional foresight and precision, meetings run smoothly, leaders feel fully supported, and all logistical aspects are handled end-to-end with minimal oversight. Financial processes will be consistently accurate and timely, and you will consistently bring a positive attitude, a solution-oriented mindset, and a sense of urgency to all tasks, ultimately elevating the entire Marketing team's effectiveness.