Executive Assistant POST NUMBER: 161822

Executive Assistant
Location : Irvine, CA (onsite)
Comp: $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. Essential Functions
Executive & Administrative Support

• 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 (FedEx, 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

Investor Relations Coordination

• 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, K?1s, and related notices

Education & Qualifications

• 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

Experience, Skills & Competencies

• 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

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.