Overview
Executive Assistant Jobs in San Francisco Bay Area at DivcoWest
Title: Executive Assistant
Company: DivcoWest
Location: San Francisco Bay Area
EXECUTIVE ASSISTANT
JOB DESCRIPTION
Company Background
Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovative markets, DivcoWest combines entrepreneurial spirit with an institutional approach.
DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.
Summary
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.
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
Qualifications
- 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
- Notary a plus
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.
Compensation
- $120,000-$150,000 base salary
- Annual bonus opportunity
- Full benefits
- 401k match
- Flexible vacation policy
- Weekly lunch stipend
Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/
This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.
