Executive Assistant

Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. DivcoWest’s real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces. 

Summary

We are seeking a proactive and detail-oriented Executive Assistant to join our Administration team. This role will provide support to our Chief Operating Officer and Managing Director of Investments & Capital Markets, while also serving as essential coverage across our team of Administrative Assistants, Group Coordinators, and Executive Assistants during absences, peak workloads, and special projects. The ideal candidate is adaptable, organized, and comfortable balancing a steady, high-priority partnership with their executives alongside the flexibility needed to step into different support environments with minimal ramp-up time.

This role requires 5 days in office at our San Francisco, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

Responsibilities

COO Support

• Manage the COO's calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate domestic travel arrangements, including itineraries, accommodations, and expense reporting
• Prepare, format, and proofread correspondence, presentations, board materials, and internal communications on behalf of the COO
• Coordinate meetings and events led by the COO, including agendas, materials, room bookings, catering, and virtual meeting setup
• Serve as a trusted point of contact for internal and external stakeholders engaging with the COO, exercising sound judgment and discretion with confidential and sensitive information
• Process expense reports and invoices in a timely and accurate manner

Managing Director Support

• Manage calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, and expense reporting
• Prepare, format, and proofread correspondence, presentations, board materials, and internal communications on behalf of the Managing Director
• Coordinate meetings and events led by the Managing Director, including agendas, materials, room bookings, catering, and virtual meeting setup
• Process expense reports and invoices in a timely and accurate manner

Administration Team Coverage

• Provide flexible, on-demand coverage for other Administrative Assistants and Executive Assistants during vacations, leaves of absence, and periods of high volume
• Quickly learn and adapt to the specific preferences, tools, and workflows of each executive or team supported
• Maintain organized filing systems, both physical and digital, in accordance with company standards
• Identify opportunities to improve administrative processes and share best practices across the Administration team

Qualifications

• 3-5 years of experience in an administrative, executive support, or office coordination role; prior experience supporting senior leadership is a plus
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
• Excellent written and verbal communication skills, with the ability to represent the COO's office professionally
• Demonstrated ability to manage multiple priorities and adapt quickly to changing needs
• Strong organizational skills and keen attention to detail
• High degree of professionalism, discretion, and sound judgment when handling confidential and sensitive information
• Comfortable working with a variety of personalities and communication styles
• Bachelor's degree preferred, or equivalent professional experience
• Experience providing coverage or support across multiple stakeholders is a plus

The person in this position must be able to:

• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings, etc.

Compensation

• $110,000-$120,000
• Annual bonus opportunity
• Full benefits 
• 401k match
• Flexible vacation policy
• Weekly lunch stipend

Divco West Services, LLC ("Company") complies with all applicable U.S. immigration laws and regulations. The Company does not provide employer support or sponsorship for any immigration-related employment benefit for this role. Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future. This includes having the legal right to work in the United States without the need for the Company support or sponsorship for any immigration-related employment authorization (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, etc.) now or in the future.

Divco West Services, LLC, 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.