Executive Assistant

Vaco is partnering with a highly regarded real estate organization in the Irvine area to identify a polished, proactive, and detail-oriented Executive Assistant to support the Chief Financial Officer (CFO) and Chief Administrative Officer (CAO). This is a high-visibility role where you’ll act as a true right hand to executive leadership, helping drive day-to-day operations, streamline communication, and ensure priorities are executed seamlessly.

This position is ideal for someone who thrives in a fast-paced, professional environment and brings a high level of discretion, organization, and executive presence.

Key Responsibilities:

• Provide high-level administrative and operational support to the CFO and CAO, managing complex calendars, scheduling meetings, and coordinating domestic and international travel
• Serve as a key point of contact and gatekeeper, managing communication between executives and internal/external stakeholders
• Prepare, edit, and format executive-level correspondence, reports, presentations, and meeting materials
• Coordinate and support board meetings, leadership meetings, and investor-related presentations, including preparing agendas and tracking follow-ups
• Manage confidential and sensitive information with the utmost discretion and professionalism
• Track priorities, deadlines, and action items to ensure timely execution across multiple initiatives
• Assist in the planning and coordination of company events, offsites, and leadership meetings
• Partner cross-functionally with finance, operations, and administrative teams to support broader business initiatives
• Handle special projects and ad hoc requests with a high sense of urgency and attention to detail

Qualifications:

• 3+ years of experience supporting C-suite executives (ideally CFO, CAO, or similar leadership roles)
• Prior experience within real estate, property management, finance, or a related industry is highly preferred
• Strong organizational and time management skills with the ability to multitask and prioritize effectively
• Excellent written and verbal communication skills, with a polished and professional demeanor
• High level of integrity, discretion, and sound judgment when handling confidential information
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word); experience with tools like Teams or SharePoint is a plus

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.