Executive Assistant

DivcoWest•San Francisco, CA

11h•$120,000 - $150,000•Onsite

About The Position

The Executive Assistant (“EA”) will provide administrative and logistical support to the President of DivcoWest Real Estate Asset Management (DREAM) and the Senior Managing Director, Head of Debt Capital Markets. The EA is responsible for overseeing calendar management (including but not limited to coordinating daily meetings, rescheduling events, arranging logistics, sending confirmations, and gathering availability from third parties), coordinating travel, facilitating special events (including strategic offsites and investor visits), and submitting expenses for reimbursement. This individual may also light administrative support to an additional executive or perform additional projects, as assigned. As part of the admin team, they will be relied upon to cover peer duties (as needed) to accommodate teammate time off. This role requires 4 days in office at our San Francisco, CA headquarters. The right person for the role will possess a dynamic blend of interpersonal and organizational skills combined with a high level of professionalism and efficiency. This support role requires an even-keeled personality, high motivation, attention to detail, and the ability to manage within a fast-paced work environment. This individual will be expected to act as a representative of the DivcoWest brand and values in all that they do.

Requirements

5+ years of experience in a similar administrative role
BA/BS degree
Proficiency with Microsoft Office Suite, DocuSign, and project management software
High level of professionalism in dealing with confidential and sensitive issues
Strong interpersonal skills and ability to work collaboratively with a diverse team
Exceedingly well-organized with strong follow-through; sense of urgency
Highly driven, with a positive, solution- and team-oriented attitude
A self-starter who is deadline and detail-oriented
Proactive, resourceful, efficient; able to work independently with minimal supervision
Ability to interact with staff at all levels and personality types in a fast-paced environment
Desire to grow; receptive to coaching and feedback
Must be able to remain in a stationary position for 75% of the time. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

Nice To Haves

Notary a plus

Responsibilities

Calendar and schedule management
Schedule (or reschedule meetings) with internal and external contacts, book conference rooms
Confirm meetings and appointments as appropriate with participants
Proactively communicate schedule changes
Ensure seamless meeting experience (in-person or virtual) by being tech-savvy and troubleshooting in the moment as needed
Travel coordination
Oversee all flight, hotel, and restaurant reservations as needed for executive’s travel
Create thoughtful itineraries and coordinate with other EAs to ensure a seamless experience for executives traveling together
Compile receipts and file expense reports
Event Planning
Assist with Business Plan meetings and other department meetings
Organize logistics (including travel, agenda, and budget details) for offsite events
Ensure office is “photo-ready” for in-person VIP meetings
Reporting
Maintain up-to-date records of key contacts
Prepare and submit expense reports in a timely manner
Administrative Support
Aggregate key reports to assist leaders in their monthly/ quarterly needs
Create polished Excel, PowerPoint or Word documents as required
Provide editing/ proofreading support as needed
Create meeting agendas
Obtain wet and electronic signatures from requisite individuals for legal documents (such as loan docs)
Scan and file documents
Maintain filing systems
Provide coverage for peer admin team members (Executive Assistants, Admin Assistants, Hospitality Coordinators) as needed based on PTO or leaves
Facilitate Letters of Credit
Other general administrative duties