Executive Assistant
Job in
Los Angeles, Los Angeles County, California, 90009, USA
Listed on 2026-01-06
Listing for:
CIM Group
Full Time
position Listed on 2026-01-06
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin
Job Description & How to Apply Below
CIM is a community-focused real estate and infrastructure owner, operator, lender, and developer. Our team of experts works together to identify and create value in real assets, benefiting the communities in which we invest. Back in 1994, our three founders focused on projects in Southern California neighborhoods. Today, we are a diverse team of 900+ employees with projects across the Americas.
Our projects have delivered jobs; created comfortable places to live, work, and relax; and provided necessary and sustainable infrastructure. Our focus on enhancing communities is unwavering, and we strive to make an even greater impact in the years to come. Join us and make an impact today!
POSITION
PURPOSE:
The Executive Assistant is responsible for providing administrative support to the executives and staff at the Los Angeles office location. The role will report to the VP of Corporate Facilities and Administrative Services and required to be in the office
RESPONSIBILITIES:
* Manage executive calendars including but not limited to; planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for executives and sending out meeting requests on their behalf. Handle scheduling of business appointments.
* Create and maintain vCard database.
* Answer and screen incoming calls, take messages, send electronic messages and/or transfer priority calls to cell or personal phone, tracking and/or logging calls.
* Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required. Coordinating itineraries with others.
* Prepare and edit correspondence and communications.
* Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
* Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
* Set-up and maintain departmental and/or management files according to established criteria.
* Event planning responsibilities including but not limited to; planning corporate events, booking related travel,
* Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, code, and process invoices related to departmental expenses including but not limited to: setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
* Maintains a high level of confidentiality with sensitive information.
* Act as back-up to the other administrative staff as needed.
* Performs other duties, including special projects, as assigned.
EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)
* Bachelor's degree and/or related experience.
* 3 years' experience providing Executive Assistant support for senior executives in a fast-paced corporate environment.
* Proficient with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
* Experience with video conferencing software is preferred.
* Experience with accounts payable software such as Yardi desirable.
* Experience with office equipment such as printers, copiers, scanners, mail metering machines.
ABOUT YOU:
* Strong attention to detail, organization, and ability to independently troubleshoot unforeseen logistical issues.
* Demonstrated ability to effectively prioritize, plan, and execute Executive Assistant responsibilities in an organized and timely manner.
* Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments in a timely manner.
* Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their executives and/or the organization they represent.
* Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
* Ability to interpret documents such as contracts,…
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