Executive Assistant

Marcus & Millichap Company•Palo Alto, CA

21d•Onsite

About The Position

The Executive Assistant is a strategic partner to senior leadership, responsible for optimizing executive effectiveness, managing high-priority workflows, and driving coordination across stakeholders. This role operates with a high degree of autonomy, judgment, and anticipation in a fast-paced, high-demand environment. The position requires a proactive, highly polished professional who can manage complexity, influence outcomes, and serve as a trusted extension of the executive, while exercising exceptional discretion in handling highly sensitive and confidential information. The position reports to the Chief of Staff and is based at the Company’s headquarters in Palo Alto, CA.

Requirements

Bachelor’s degree required
5 to 8+ years of executive support experience, including senior leadership exposure
Proven experience supporting complex, high-demand executives
Exceptional communication, organizational, and problem-solving skills
Proven ability to manage highly sensitive information with discretion, judgment, and professionalism

Nice To Haves

Makes high-quality decisions in complex situations
Takes full ownership of outcomes and execution
Builds trust and influences across stakeholders
Anticipates needs and resolves issues proactively

Responsibilities

Own and optimize executive calendars to align with strategic priorities
Proactively identify scheduling conflicts, competing priorities, and opportunities for efficiency
Ensure executives are fully prepared with context, materials, and clear objectives
Maintain organized records, files, and documentation systems
Lead planning and execution of executive, board, and other key leadership meetings, including board and investor interactions
Develop agendas, coordinate stakeholders, and ensure alignment on desired outcomes
Drive follow-through and accountability on key action items
Draft and manage executive communications with a high degree of discretion and judgment
Serve as a trusted liaison for sensitive and confidential matters involving senior stakeholders
Oversee complex travel planning with contingency planning and efficiency in mind
Ensure logistics maximize executive productivity and minimize friction
Monitor and improve administrative processes related to expenses and logistics
Maintain and synthesize key executive information, stakeholder insights, and priorities
Manage relationships and ensure continuity across executive interactions
Anticipate next steps and ensure continuity in stakeholder engagement
Lead special projects and cross-functional initiatives
Conduct research, build executive-ready presentations, and drive deliverables
Identify opportunities to improve executive workflows and operating cadence