Executive Assistant & Vendor Coordinator - In Office Charlotte

Why Deephaven Mortgage?

Deephaven Mortgage has been a pioneer and leader in non-QM since our origin in 2012. Our longevity and strength in the non-QM space has allowed a significant number of borrowers to achieve homeownership who otherwise would not have under traditional requirements. Deephaven champions mortgage borrowers whose independence, entrepreneurial drive and determination are often the very reason they cannot qualify for a traditional loan.

We continuously and responsibly innovate new mortgage products and programs that put homeownership within reach of millions of borrowers and investors that need and deserve financing through lending ingenuity that is supported by common-sense underwriting.

Deephaven is comprised of two lending platforms. Our wholesale channel offers loans through a network of over 1,000 independent mortgage brokers. Our correspondent channel buys loans from over 200 correspondent partners.

Deephaven’s headquarters are in Charlotte, North Carolina. To learn more about our innovative loan solutions please visit www.deephavenmortgage.com or email us at info@deephavenmortgage.com.

Job Overview

The Executive Assistant & Vendor Coordinator is a dual role position, providing high-level administrative and project support to the General Counsel and leading the Vendor Management program in collaboration with executives and other stakeholders across the organization. This individual will serve as a trusted partner, ensuring the Legal department operates efficiently, maintaining confidentiality in sensitive matters, and supporting vendor relationships to drive compliance, cost-efficiency, and operational excellence.

This individual will act as a trusted partner who helps keep the Legal team organized and running smoothly while building strong working relationships with internal teams and external service providers. The ideal candidate is proactive, polished, detail-oriented, and comfortable balancing multiple priorities in a fast-paced environment.

Legal experience is not required. We are seeking a capable professional who demonstrates strong judgment, discretion, and organization, and who is interested in developing vendor coordination and operational skills over time.

This position is full-time and based in the office in the Ballantyne area of Charlotte, NC.

What You’ll Do

Executive Assistant Responsibilities

• Provide administrative support to the General Counsel and Legal/Compliance teams including calendar coordination, meeting preparation, and managing an email inbox for communications support

• Anticipate scheduling needs, prioritize requests, and resolve conflicts proactively

• Serve as a liaison between leadership and internal/external stakeholders

• Draft, edit, and format documents, presentations, and correspondence

• Support preparation for board and committee meetings and Legal team initiatives

• Handle sensitive information with professionalism and discretion

• Coordinate third-party information requests and documentation gathering

• Manage travel arrangements and expense reporting

Vendor Coordination Responsibilities

• Serve as a primary contact for vendors and service providers

• Coordinate vendor onboarding and documentation collection

• Maintain vendor information within internal systems and track workflow progress

• Partner with Finance, Legal, and business teams to support vendor setup and renewals

• Monitor contract dates, renewals, and service tracking

• Assist with vendor communications and pricing discussions

• Maintain organized vendor records and repository documentation

General Administrative Support

• Support office coordination activities as needed

• Assist with meeting logistics, hospitality arrangements, and event coordination

• Provide support to additional leaders when appropriate

• Contribute to cross-functional initiatives involving Legal or vendor coordination

What We Need

• 3+ years of experience supporting senior leaders or working in administrative or operations coordination roles

• Exposure to legal, finance, or regulated environments is helpful but not required

• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

• Comfort learning internal platforms and workflow tools

• Excellent organizational and prioritization skills

• Strong written and verbal communication

• Ability to manage multiple responsibilities independently

• Professional judgment and discretion when handling sensitive information

• Bachelor’s degree preferred

• Ability to work on-site in Charlotte, NC

Key Competencies

• Professionalism & Discretion — Handles sensitive information appropriately

• Vendor Coordination — Builds positive working relationships and tracks details effectively

• Problem Solving — Identifies issues early and helps resolve them

• Collaboration — Works effectively across teams and functions

• Organization & Initiative — Keeps workstreams moving with minimal oversight

This organization participates in E-Verify

Our Perks

Flexible Time to Recharge – Personalized Time Off for What Matters (because rest isn't one-size fits all)

Future Finance Focused – Generous employer-matched 401(k) plan

Community Connect– Philanthropy Committee that creates charitable initiatives

Health from Day One – Comprehensive health insurance starting on day one of employment

Family Matters – Competitive maternity and paternity leave

Culture & Celebrations – Culture Committee with team-building events and celebrations

Ideas Welcome – Encouraging thought leadership and innovation

Guidance & Growth – Mentorship opportunities for career development

Perk Up – Exclusive discounts on travel, tech, pets, legal, and more