Executive Assistant to CMO (Chief Marketing Officer)

About the role:

Most executive assistant jobs are calendar upkeep. This one isn't. You'll be given the CMO's priorities and the criteria they use to make decisions, and you'll be expected to apply both without checking in every time. You'll decide what earns a slot on the calendar and what gets declined. You'll screen inbound items against established filters and surface only what survives. You'll tell the CMO when they're overcommitted, when a commitment is slipping, or when something hasn't moved in six weeks.

It's a demanding role with real autonomy. If you want clear instructions handed to you each morning, this isn't the right fit. If you're the person who builds the system, catches the duplicate record, and has the brief ready before it's requested — keep reading.

About Nations Lending

Founded in 2003, Nations Lending Corporation™ is a national mortgage lender dedicated to helping families achieve homeownership through personalized financing solutions.

Our mission, “home loans. made human.™,” reflects our commitment to building strong relationships with both our customers and employees. We foster a collaborative culture where people are encouraged to grow, contribute ideas, and build rewarding careers.

Nations Lending has also been recognized by Scotsman Guide and Great Place to Work®/Fortune for its workplace culture.

What you'll do

Calendar and time

· Own the calendar end to end — decide what gets scheduled, when, and for how long, based on the CMO's priorities rather than who asks loudest

· Maintain standing blocks for each workstream so none goes dark for weeks because the loudest one ate the calendar

· Protect core company hours and keep outside commitments from bleeding into them

· Build in prep time, buffer between meetings, and travel time

· Resolve scheduling conflicts yourself using known priorities; escalate only the genuinely ambiguous ones

· Review tomorrow every evening and next week every Friday, flagging gaps, overloads, and prep needed

Inbox and communication

· Triage daily — tag each item to a workstream and a next action, draft replies to routine items, and deliver a digest of what needs a decision, what's drafted for approval, and what you handled

· Ghostwrite emails, memos, and announcements in the CMO's voice

· Screen calls and requests, declining gracefully and routing what others can handle

· Monitor partner and stakeholder threads so nothing from a key relationship sits unanswered

· Hold compliance-sensitive drafts for explicit sign-off before anything goes out

· Track every commitment made by and to the CMO, and chase both

Meetings

· Build a pre-read before every significant meeting: who's attending, what was decided last time, open questions, the recommended position, and the supporting numbers

· Follow the CMO's format — plain-language answer first, then the figures with assumptions shown, laid out to read on a phone

· Draft and circulate agendas,



collect pre-reads, and handle logistics

· Capture decisions and action items, assign owners and deadlines, and distribute notes the same day

· Keep a running list of unresolved questions per workstream and raise each at the right moment

· Chase action items to completion and report status back

Trackers, pipelines, and projects

· Maintain trackers for active pipelines — log outcomes, reconcile duplicate or conflicting records, and produce a weekly snapshot by stage

· Apply the CMO's screening criteria to inbound items independently; surface what survives, log what doesn't

· Run recurring data processes on schedule — list building, address validation, deduplication, enrichment — and coordinate with outside vendors

· Maintain records for ongoing commitments, tracking documents and deadlines by date

· Track milestones on CMO-sponsored initiatives, follow up with owners, and flag risks early

· Coordinate special projects: events, offsites, leadership meeting prep, research, and vendor selection

Travel, systems, and relationships

· Build end-to-end itineraries in a single document — confirmations, addresses, contacts, time-zone-adjusted times — and rebook proactively when plans change

· Capture receipts, file expenses, track reimbursements

· Own file hygiene: naming conventions, version control, and templates so recurring work gets faster each cycle

· Maintain the contact list as a working CRM with last-touch dates and a monthly "who haven't we talked to" prompt

· Handle a defined slice of personal logistics — appointments, personal travel, reservations, household vendors — with the same rigor and clear boundaries

What a typical week looks like

· Monday — reset the week: confirm the calendar, send the week-ahead brief, flag what needs a decision

· Daily — inbox triage and digest, meeting pre-reads, notes and action items out the same day

· Midweek — tracker maintenance, pipeline reconciliation, vendor and partner follow-ups

· Friday — next-week look-ahead, weekly pipeline snapshot, open-questions list in front of the CMO

· Real autonomy — you'll apply established criteria and make calls independently, not wait for instructions

· Direct exposure to executive-level decision-making at a national lender

· Variety — marketing leadership one hour, pipeline operations the next; this is not a repetitive job

What’s in store for you?

- Full Remote Setup
- Above-market base pay - $1300 USD
- Opportunities for career advancement (We promote from within and mentor our people)
- Paid Time Off (5) and Emergency Leave (3)




- Nations Lending US Holidays (8)
- MX Holidays (6)
- Payment Platform: https://www.upwork.com/

Work Schedule: Monday through Friday (8 hours a day) - 9:00 AM - 5:00 PM CDT. (Texas Timezone)

What you need

· At least 3 years of experience supporting a senior executive, or an operations role with comparable ownership

· Spreadsheet fluency — you can build and maintain a tracker, reconcile messy or duplicated records, and produce recurring reporting without supervision

· Exceptional writing, including the ability to draft convincingly in someone else's voice

· Absolute discretion with confidential material — financial, personnel, and legal

· Sound judgment about when to act on your own and when to escalate

· Familiarity with real estate, lending, or deal terminology

Nice to have (not required)

· Experience in a mortgage, financial services, or professional services environment

· Comfort with AI tools, meeting transcription, and automation — or willingness to learn quickly

· Experience running scripts or automations someone else built

· Dual monitor setup

Who tends to do well here

Executive assistants, chiefs of staff, paralegals, transaction coordinators, and small-business operations managers. If you've run the back office of a busy operation and know how to keep several things moving at once without dropping any of them, you'll recognize this job.

Minimum System Requirements:

- At least 100 mbps download and 20 mbps upload internet connection.
- Operating System: Windows 11 version 24H2, Pro or Enterprise, macOS Tahoe
- BitLocker Encryption: Required to be ON (Windows Devices)
- File Vault Encryption: Required to be ON (MacBook)
- CPU: Intel i5/i7/i9 10th Gen or greater AMD Ryzen 5000 or greater
- RAM: 16 GB or greater
- Hard Drive: Solid State (SSD) 256GB or greater
- Video Display: Full HD 1080p or greater
- Noise-cancelling headset

Job Type: Full-time

Pay: $20,569.08 - $26,942.35 per month

Application Question(s):

- Are you tech-savvy, highly organized, detail-oriented, decisionmaker and able to multitask effectively while managing multiple priorities?
- Do you have at least 3 years supporting a senior executive (C-suite, VP, or owner), or an operations role with comparable ownership? (Y/N)
- Are you available Monday–Friday, 9:00 AM – 5:00 PM CDT (US Central / Texas time)? (Y/N)
- Can you build and maintain a spreadsheet tracker — reconciling duplicate or conflicting records and producing recurring reporting — without supervision? (Y/N)
- Have you drafted emails, memos, or announcements in someone else's voice (ghostwriting for an executive)? (Y/N)
- Are you comfortable working as an independent contractor paid via Upwork, with a reliable remote setup (100+ Mbps, quiet space, headset)? (Y/N)
- What AI Tools do you use?

Experience:

- Executive Assistant: 3 years (Required)
- Real Estate or Mortgage: 2 years (Required)

Language:

- English (Required)

Work Location: Remote

📌 Executive Assistant (México)
🏢 Nations Lending
📍 México