Executive Assistant

Executive Assistant

Location:

Irvine, CA (onsite)
Compensation: $85-95k

A full service commercial real estate investment and management firm is seeking a highly organized and detail oriented Executive Assistant to provide high level support to senior executives while also assisting with investor relations coordination. This role requires discretion, strong communication skills, and the ability to thrive in a fast paced, evolving environment.

• Manage day to day administrative support for senior executives, including calendar management and task prioritization
• Coordinate and schedule internal and external meetings, including conference rooms, catering, and logistics
• Prepare high quality draft communications, reports, presentations, and documents as requested
• Screen incoming calls, prioritize messages, and follow up appropriately
• Coordinate domestic travel arrangements as needed
• Prepare and process expense reports
• Create and update Excel spreadsheets and PowerPoint presentations
• Receive, open, and distribute mail; prepare outgoing shipments (Fed Ex, etc.)
• Photocopy, scan, file documents, and create binders
• Maintain open communication with executives to stay aligned on priorities
• Handle confidential information with the highest level of discretion
• Support ad hoc projects and general administrative tasks as needed

• Maintain organization of the investor portal, including investor reports, distributions, and related documentation
• Manage investor correspondence, document requests, and fulfillment
• Conduct regular audits of investor databases, including annual verification of contact, wire, tax, and commitment information
• Set up and manage customized mail merge systems for investor communications
• Coordinate annual investor conference logistics in partnership with the event planner; serve as primary point of contact for presentation preparation
• Develop and maintain tracking systems for investor communications, funds, and private placement distributions
• Coordinate quarterly and annual investor mailings, capital account statements, and capital funding requests (physical and electronic)
• Manage annual tax related investor distributions, including 1099s, K?1s, and related notices

• Bachelor's degree required
• Minimum 3 years of experience supporting C-suite executives
• Experience in commercial real estate investment industry preferred
• Financial or legal background strongly preferred

• Proven ability to handle confidential information with diplomacy and discretion
• Demonstrates integrity, professionalism, and trustworthiness
• Positive, approachable, and professional demeanor
• Strong written and verbal communication skills
• Experience drafting professional correspondence for internal and external stakeholders
• Excellent organizational, time management, and multitasking skills
• Ability to adapt quickly and remain detail oriented in a fast-paced environment
• Comfortable taking direction from multiple stakeholders
• Self-motivated team player with the ability to work independently
• Tech savvy; advanced proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Flexible with limited after hours availability as needed
• Prior investor relations and/or accounting experience is highly desirable

Medical, dental, and vision benefits. 401(k) retirement plan. Discretionary bonuses may be available.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, or to receive other benefits and privileges of employment, please contact

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your candidacy for the foregoing employment opportunity.