Executive Assistant

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

The Executive Assistant (“EA”) will provide high-level administrative and logistical support to three executives, including the Head of Strategic Investments and others as assigned. This role is responsible for complex calendar management, travel coordination, expense reporting, agenda preparation, and effective cross-functional collaboration with the broader admin team.

As part of the Administration Team, the EA will also provide coverage for peer assistants as needed, ensuring seamless support across the leadership team. The right candidate will be professional, organized, level-headed, and an excellent team player with a positive, solutions-oriented approach and the ability to manage within a fast-paced work environment.

 

This role requires 4 days in office at our San Francisco, CA headquarters.

 

Responsibilities:

Calendar and schedule management

• Manage complex calendars across multiple executives, including scheduling, rescheduling, and coordinating logistics with internal and external contacts.
• Anticipate scheduling conflicts and proactively resolve them.
• Confirm meetings and appointments and ensure participants are well-prepared.
• Prioritize and schedule meetings with speed and accuracy across time zones.
• Ensure seamless meeting experience (in-person or virtual) by being tech-savvy and troubleshooting in the moment as needed.

 

Travel coordination

• Arrange flight, hotel, and restaurant reservations for executive travel.
• Create detailed itineraries and collaborate with other EAs to align group travel.
• Provide on-the-ground support when needed to ensure seamless travel experiences.
  
  
  

Records & Reporting

• Maintain up-to-date records of key contacts.
• Compile receipts and submit timely, accurate expense reports.
• Track reimbursements and maintain organized financial documentation.
• Facilitate document execution through docusign.

 

Meeting & Event Support

• Prepare meeting agendas, track follow-up items, and provide administrative support as needed.
• Assist with planning and logistics for offsites, investor visits, and other strategic events.
• Ensure a polished and professional environment for internal and external meetings.

 

Administrative & Cross-Team Support

• Draft, proofread, and format professional documents in Excel, PowerPoint, and Word.
• Maintain organized filing systems and manage signature workflows (wet/electronic).
• Provide coverage for other EAs and Coordinators during absences or high-volume periods.
• Partner with colleagues across departments and the admin team to support company-wide priorities.
• Collaborate on ad hoc and special projects, driving process improvements and managing key deliverables.

 

Qualifications:

• 5+ years of Executive Assistant or similar administrative experience.
• BA/BS degree preferred.
• Proficiency with CoPilot, ChatGPT, Microsoft Office Suite, DocuSign, and related software.
• Strong interpersonal skills and ability to work collaboratively with a diverse team.
• Exceptional organizational skills with strong follow-through and a sense of urgency.
• Professional, polished, and discreet in handling sensitive information.
• Positive, resourceful, and solution-oriented; thrives in a fast-paced environment.
• Even-keeled, adaptable, and able to manage shifting priorities calmly.
• Team player who enjoys supporting others and contributing to a strong culture.
• Notary a plus.

 

Must be able to remain in a stationary position for 50% of the time. The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.

 

Compensation:

• $120,000-$150,000
• Annual bonus opportunity
• Full benefits 
• 401k match (starting in 2026)
• Weekly lunch stipend

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants.  The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.  We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment.  This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.