Executive Assistant at DivcoWest in San Francisco, CA

Job description

• 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.

Responsibilities

• COO Support
• 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
• Managing Director Support
• 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
• Administration Team Coverage
• 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

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
• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings, etc.

Skills

Required

• Google Workspace

Benefits

• $110,000-$120,000
• Annual bonus opportunity
• Full benefits
• 401k match
• Flexible vacation policy
• Weekly lunch stipend