Administrative Assistant

Administrative Assistant

San Francisco, CA

Founded in 1993 by Stuart Shiff, Divco West, a Div Core Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, Divco West combines entrepreneurial spirit with an institutional approach to commercial real estate.

Divco West aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, Divco West and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. Divco West's real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces.

We are seeking a proactive and detail-oriented Administrative Assistant to join our Administration team. This role will provide support to our Chief Operating Officer, 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 the COO alongside the flexibility needed to step into different support environments with minimal ramp-up time.

This is a great opportunity for someone early in their administrative career who wants meaningful exposure to executive-level operations along with broad experience across teams and leadership styles.

This role requires 5 days in office at our San Francisco, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

Responsibilities

• Manage the COO's 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 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

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

Qualifications

• 1-2 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

The person in this position must be able to:

• 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.

Compensation

• $30-$35 per hour
• Annual bonus opportunity
• Full benefits
• 401k match
• Weekly lunch stipend