Executive Assistant

Executive Assistant

Location: Irvine, CA (onsite) Compensation: $85,000 to $100,000 base salary Employment Type: Direct Hire / Full-Time

Position Overview We are seeking a highly organized, polished, and proactive Executive Assistant to provide high-level support to the CEO of a growing real estate investment management firm. This is a high-touch, fast-paced position supporting an executive with a demanding schedule, frequent domestic and international travel, and responsibilities spanning both the business and a family investment office. The ideal candidate is exceptionally detail-oriented, calm under pressure, highly confidential, and comfortable anticipating needs and making decisions independently. A background in legal, finance, investment management, or another analytical professional services environment is strongly preferred.

Key Responsibilities

• Manage an extremely active and complex executive calendar, including both business and personal commitments
• Coordinate detailed domestic and international travel, including flights, hotels, ground transportation, dining reservations, meetings, and last-minute itinerary changes
• Anticipate travel logistics down to the details, including proximity to meetings, arrival times, transportation, and accommodations
• Prepare and maintain the CEO's daily schedule and ensure he has everything needed for meetings and appointments
• Coordinate multiple calendars and manage frequent scheduling changes
• Review and organize documents requiring CEO signature and understand the purpose and context of documents being presented
• Assist with contracts, subscription documents, personal filings, forms, and other documentation related to the CEO and family office
• Take detailed meeting minutes, including for Board of Directors engagements
• Handle monthly expense reporting
• Assist with office and company event planning
• Help direct administrative staff as needed
• Make restaurant reservations and coordinate business meals
• Provide support across both the CEO's investment management business and family office
• Take on additional responsibilities as needed within a small, hands-on organization

Qualifications

• Bachelor's degree required
• Prior Executive Assistant or high-level administrative support experience
• Strong experience coordinating complex domestic and international travel
• Exceptional calendar management and organizational skills
• Extremely high level of discretion and confidentiality
• Strong written and verbal communication skills
• Confident, composed, professional, and able to remain calm under pressure
• Strong judgment and ability to make independent decisions
• Highly detail-oriented and comfortable working with numbers and complex documents
• Able to operate independently and learn new responsibilities with limited direction
• Comfortable supporting a direct, highly driven executive with high expectations for accuracy and follow-through
• Tech-savvy with experience using Microsoft Office, Excel, multiple calendar systems, and AI tools such as ChatGPT and Claude
• Legal or finance experience strongly preferred
• Stable work history and interest in finding a long-term career opportunity

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.