Executive Assistant

DivcoWest•San Francisco, CA

11d•Onsite

About The Position

We are seeking a proactive and detail-oriented Executive Assistant to join our Administration team. This role will provide support to our Chief Operating Officer and Managing Director of Investments & Capital Markets, while also serving as essential coverage across our team of Administrative Assistants, Group Coordinators, and Executive Assistants during absences, peak workloads, and special projects. The ideal candidate is adaptable, organized, and comfortable balancing a steady, high-priority partnership with their executives alongside the flexibility needed to step into different support environments with minimal ramp-up time. This role requires 5 days in office at our San Francisco, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

Requirements

3-5 years of experience in an administrative, executive support, or office coordination role; prior experience supporting senior leadership is a plus
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
Excellent written and verbal communication skills, with the ability to represent the COO's office professionally
Demonstrated ability to manage multiple priorities and adapt quickly to changing needs
Strong organizational skills and keen attention to detail
High degree of professionalism, discretion, and sound judgment when handling confidential and sensitive information
Comfortable working with a variety of personalities and communication styles
Bachelor's degree preferred, or equivalent professional experience
Experience providing coverage or support across multiple stakeholders is a plus
Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future.

Responsibilities

Manage the COO's calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
Coordinate domestic travel arrangements, including itineraries, accommodations, and expense reporting
Prepare, format, and proofread correspondence, presentations, board materials, and internal communications on behalf of the COO
Coordinate meetings and events led by the COO, including agendas, materials, room bookings, catering, and virtual meeting setup
Serve as a trusted point of contact for internal and external stakeholders engaging with the COO, exercising sound judgment and discretion with confidential and sensitive information
Process expense reports and invoices in a timely and accurate manner
Manage calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, and expense reporting
Prepare, format, and proofread correspondence, presentations, board materials, and internal communications on behalf of the Managing Director
Coordinate meetings and events led by the Managing Director, including agendas, materials, room bookings, catering, and virtual meeting setup
Process expense reports and invoices in a timely and accurate manner
Provide flexible, on-demand coverage for other Administrative Assistants and Executive Assistants during vacations, leaves of absence, and periods of high volume
Quickly learn and adapt to the specific preferences, tools, and workflows of each executive or team supported
Maintain organized filing systems, both physical and digital, in accordance with company standards
Identify opportunities to improve administrative processes and share best practices across the Administration team