Executive Assistant

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.
Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact View email address on click.appcast.io .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR and UK GDPR may access our policies here .

Additionally, 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. More details about Vaco by Highspring's use of AI can be found here ( Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

the individual's skill sets, experience and training;

licensure and certification requirements;

office location and other geographic considerations; and

other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).