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, K1s, 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

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, 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 applicable law.

The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.