Senior Administrative Support Assistant

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.

Key Responsibilities:

Executive & Administrative Support

• Calendar & Schedule Management: Proactively manage complex calendars for senior technology executives, anticipating needs, resolving conflicts, and incorporating strategic time blocks.

• Travel & Expenses: 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.

• Meeting Operations: 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.

• Cross-Functional Collaboration: Partner with other Pennymac Executive Assistants to align on mutual meetings, travel schedules, and internal executive visits.

Workplace Operations & Facilities

• Onboarding & Team Integration: 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.

• Site & Event Management: Lead the planning and execution of local site events, large-scale meetings, and employee engagement initiatives (including catering and room setups).

• Facilities Liaison: Partner with Corporate Facilities on space planning, seating chart maintenance, and move logistics. Submit and track facility/equipment service tickets.

• Office & Tech Supply Management: 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.

Special Projects & Division Governance

• Dashboard & Metrics Facilitation: Schedule and facilitate regular operational review meetings; monitor dashboards regarding tech capacity, workload quality, and outages, ensuring subsequent action items are assigned and tracked.

• Process Compliance: Monitor team completion of mandatory compliance training, policy renewals, and performance management timelines. Manage employee reward bank allocations and usage.

• Information & Document Management: 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.

• Visitor Relations: 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.

Experience & Education

• Professional Presence: Proven track record of interfacing successfully with executive management, demonstrating impeccable judgment, business acumen, and discretion with confidential information.

• Industry Context: Experience working in a fast-paced technology environment is highly preferred; experience within Financial Services is a strong plus.

• Project Management: Basic project management experience, particularly leading or resourcing administrative initiatives, is preferred.

Technical & AI Skills

• Digital Tools: Highly proficient in Google Workspace (Docs, Slides, Sheets, and especially Gmail and Google Calendar) as well as Microsoft Office (Word, Excel).

• AI Enthusiast: 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.

Core Competencies

• Communication & Editing: Exceptional verbal and written communication skills with strong editorial/proofreading capabilities.

• Adaptability & Execution: Superior organizational skills with the ability to multitask seamlessly and deliver accurate work under tight deadlines.

• Problem Solving: Strong critical thinking, analytical, and problem-solving skills.

• Culture & Attitude: A collaborative team player who brings a friendly, personable, and positive energy to the workplace every day.

• 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

• Lower in range - Building skills and experience in the role
• Mid-range - Experience and skills align with proficiency in the role
• Higher in range - Experience and skills add value above typical requirements of the role