Executive Administrator (C-Suite)

Marcus & Millichap•Manhattan, NY

8h•Onsite

About The Position

Marcus & Millichap is seeking a highly motivated, results-driven Executive Administrator to provide comprehensive administrative and strategic support to the Chief Operating Officer. This role is critical to the efficiency and effectiveness of the executive office and requires a proactive professional who thrives in a fast-paced, dynamic environment. The ideal candidate has a demonstrated track record of successfully supporting senior leaders, proactively anticipating needs, managing competing priorities, and exercising exceptional judgment and discretion.

Requirements

Bachelor’s degree in business administration or a related field.
Minimum of 5 years’ related work experience, supporting C-suite executives at publicly traded companies.
Proven ability to manage complex calendars, workflows, and competing priorities.
Experience coordinating projects or operational workstreams with strong organizational skills.
Excellent interpersonal skills with the ability to build trusting relationships across a matrixed organization and with external partners.
Demonstrated ability to handle confidential and sensitive information with discretion.
Exceptional written and verbal communication skills, including preparing clear memos, summaries, and presentations.
High level of professionalism, sound judgment, and attention to detail.
Ability to adapt quickly and operate effectively in a fast‑paced environment.
Advanced technology proficiency, particularly adept with the Microsoft Office suite, Salesforce and HRIS.
Proactive, resourceful, and able to work independently.

Nice To Haves

Commercial real estate experience is a plus.

Responsibilities

Manage a complex executive calendar and coordinate meetings with internal and external stakeholders.
Coordinate travel itineraries, expenses, confidential correspondence, and logistical details for the COO.
Handle sensitive and confidential information with discretion while supporting high level discussions.
Support the COO’s structured meeting cadence for recurring virtual and in person leadership meetings.
Develop meeting agendas with the COO and organize participants from across the organization.
Gather materials, ensure contributors are prepared, and manage meeting documentation.
Track action items and follow up with owners to ensure accountability and follow through.
Assist with projects by organizing information, gathering updates, and monitoring timelines.
Maintain communication with relevant teams to keep work moving and aligned.
Identify scheduling issues, information gaps, or workflow challenges and propose practical solutions.
Prepare summaries, briefings, updates, and materials for the COO.
Draft clear, accurate, and professional correspondence on behalf of the COO.
Serve as a trusted liaison between the COO’s office, internal teams, senior leaders, and external partners.
Manage multiple priorities and deadlines in a fast paced environment with strong judgment and follow through.
Support special initiatives and evolving needs within the COO’s office.