Executive Assistant

Marcus & Millichap • Palo Alto, CA

8h • $40 - $60

About The Position

The Executive Assistant is responsible for managing a broad range of administrative, operational, and logistical tasks that support business functions and ensure the smooth execution of day-to-day activities. This position involves coordinating internal workflows, facilitating external communications, and supporting special projects.

The anticipated compensation range for candidates who will work in Palo Alto, CA is $40-60 hourly. The final compensation offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc. Marcus & Millichap is a multi-state employer, and this salary range may not reflect positions that work in other states.

Requirements

• Five (5) years of administrative experience, preferably in real estate, finance, or legal sectors.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Office 365.
• Exceptional organizational skills, with strong editing, proofreading, and communication abilities.
• Strong problem-solving skills and ability to take initiative.
• Professional demeanor and polished appearance.
• Reliable, punctual, and proactive with a strong desire to learn and grow.
• Ability to work independently and collaboratively in a fast-paced environment.
• Bachelor’s degree preferred; equivalent experience considered.

Nice To Haves

• Experience with QuickBooks and Adobe Creative Suite is a plus.
• Familiarity with commercial real estate operations is preferred.

Responsibilities

• Manage calendars, appointments, and meeting logistics, including agendas and itineraries.
• Coordinate domestic and international travel arrangements.
• Organize meetings, events, property tours, and client entertainment activities.
• Draft, revise, and distribute correspondence, reports, marketing materials, and confidentiality agreements.
• Handle incoming communications and route inquiries appropriately.
• Support client follow-ups and ensure timely, professional responses.
• Maintain and manage the team’s client database and filing systems, including data entry, reporting, queries, and organization of electronic and hardcopy records.
• Complete paperwork for new listing activations, closings, and booking statements.
• Manage corporate bank accounts, perform basic bookkeeping, and prepare expense reports.
• Maintain relationships with vendors and service providers, including coordination of office supplies, inventory, and client gift delivery.
• Deliver onboarding and training for new team members, ensuring familiarity with administrative systems, workflows, and procedures.
• Provide basic user support and troubleshooting during system updates or software rollouts.
• Manage special projects as assigned.
• Perform occasional personal and work-related tasks, such as property management, bank deposits, dry cleaning, and vehicle maintenance.
• Ensure confidentiality and handle sensitive information with discretion.
• May perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level