Executive Assistant Job San Francisco area,California USA,Administrative/Clerical

Executive Assistant

We are looking for an experienced Executive Assistant to support senior transaction professionals within a fast-paced real estate environment. This long-term contract position requires someone who can manage shifting priorities, maintain strong communication across teams, and provide seamless administrative, deal, and event coordination support. The ideal candidate brings sound judgment, exceptional organization, and the ability to anticipate needs while handling sensitive matters with professionalism.

Responsibilities:

Manage complex executive calendars, coordinate domestic and international travel, and prepare detailed itineraries, agendas, and meeting plans to keep business activities running smoothly.

Maintain close alignment with transaction professionals by monitoring upcoming deadlines, commitments, and priority changes, ensuring leaders are consistently prepared for what is ahead.

Serve as a central communication point for the broader team, helping streamline coordination, share timely updates, and improve overall operational efficiency.

Organize meetings from start to finish, including scheduling, rescheduling, prioritization, logistics, and follow-up based on changing business demands.

Handle a wide range of administrative activities such as expense tracking, report submission, correspondence preparation, client gifting coordination, and charitable request processing in line with company policies.

Support presentation and document preparation by editing, formatting, and producing high-quality materials using Microsoft PowerPoint, Word, Excel, and other business applications.

Provide administrative support for transaction activity by maintaining internal databases, assisting with marketing materials, generating reports, and coordinating with internal stakeholders and external legal partners.

Oversee deal-related logistics and event coordination, including closing dinners and client gatherings, while managing budgets, attendee details, approvals, venues, transportation, and on-site execution.

Offer backup assistance to other executive support staff and collaborate with teams across multiple offices to ensure continuity of service and timely completion of deliverables.