Executive 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 haveacquiredapproximately
66.2million square feetof commercial space - primarily throughout the United States.

Divco West’sreal 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 Executive Assistant to join our Administration team. This role will provide support to our Chief Operating Officer and Managing Director of Investments & Capital Markets, 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 their executives alongside the flexibility needed to step into different support environments with minimal ramp-up time.

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.

• Manage the COO's calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate domestic 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

• Manage 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 Managing Director
• Coordinate meetings and events led by the Managing Director, including agendas, materials, room bookings, catering, and virtual meeting setup
• Process expense reports and invoices in a timely and accurate manner

• 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

• 3-5 years of experience in an administrative, executive support, or office coordination role; prior experience supporting senior leadership is a plus
• Strong proficiency in…