Senior Executive Assistant to the CEO

Newmark Merrill Companies Inc•Calabasas, CA

1d•Onsite

About The Position

Join the Office of the CEO at one of Southern California’s leading retail real estate companies. NewMark Merrill Companies is seeking an exceptional Senior Executive Assistant to the CEO to support our CEO in a highly visible role that combines executive support, office operations, and personal and family office coordination. This role offers a front-row seat to the day-to-day operations of a successful real estate company and the opportunity to work closely with a CEO deeply involved in business, philanthropy, and community leadership. You’ll play a key role in helping keep priorities organized, commitments fulfilled, and day-to-day operations running smoothly. No two days are exactly alike. This role is ideal for a highly organized, resourceful professional who enjoys variety, exercises sound judgment, maintains absolute discretion, and takes pride in ensuring that important details never fall through the cracks. We are a company that embraces innovation and continuous improvement. We encourage the thoughtful use of AI-powered tools such as ChatGPT, Copilot, Gemini, and similar technologies to improve organization, communication, productivity, and workflow management. Candidates who are curious about technology and excited to leverage new tools to work more effectively will thrive in this environment.

Requirements

7–10 years of executive assistant, senior administrative, or related experience
At least 5 years supporting a CEO, founder, principal, or senior executive
Experience managing complex travel and executive scheduling
Experience supporting both business and personal executive responsibilities
Exceptional organizational and follow-through skills
Strong written and verbal communication abilities
High level of professionalism, discretion, and judgment
Advanced proficiency with Microsoft Office and business productivity platforms
Experience using AI-powered productivity tools such as ChatGPT, Claude, Gamma, Copilot, or similar technologies to improve efficiency, communication, organization, and workflow management.
Ability to work full-time in our Calabasas office, with occasional flexibility outside normal business hours

Nice To Haves

Real estate, investment, family office, or privately held company environments
Working with legal, financial, insurance, or investment-related documentation
Coordinating with professional advisors and external service providers

Responsibilities

Manage a complex and frequently changing schedule and set of priorities
Coordinate meetings, schedules, agendas, and follow-up items
Prepare and edit documents, presentations, and meeting materials
Track priorities, deadlines, and outstanding action items to ensure consistent follow-through on commitments and projects
Serve as a liaison between the CEO and internal and external stakeholders
Manage complex domestic and international business, personal, and family travel
Coordinate transportation, itineraries, accommodations, and travel-related arrangements
Coordinate transportation, and scheduling details for meetings, site visits, and events
Oversee vehicle registrations, insurance, maintenance, and service providers
Manage relationships with household vendors, maintenance providers, and service professionals
Maintain insurance, tax, investment, and estate-related records and documentation
Act as a liaison among attorneys, CPAs, insurance professionals, investment advisors, and other trusted partners
Support day-to-day office operations and vendor management
Maintain organized digital and physical filing systems, including off-site records storage
Serve as liaison with building management for maintenance, repairs, and office-related updates
Provide oversight of receptionist and administrative support functions
Assist with company events, leadership meetings, and special projects