Executive Assistant

The company is privately held commercial real estate company based in Irvine, CA.

About the Role:

• Manage the daily calendar for the CFO and CAO
• Participate in a wide range of projects that support professional development and growth
• Respond promptly to requests from managers and ensure timely follow-up on all assigned tasks
• Provide direct support to senior accounting leadership
• Proactively identify and implement process improvements to increase efficiency in a fast-paced environment
• Maintain the highest level of confidentiality regarding all sensitive information, documents, and matters
• Coordinate and schedule internal and external meetings, including venue reservations and catering
• Draft high-quality communications, documents, and materials as requested
• Prioritize multiple tasks effectively while remaining flexible and able to shift priorities quickly
• Arrange travel plans as needed
• Create and update Excel spreadsheets, PowerPoint presentations, and other documents
• Screen incoming calls, assess urgency, and relay messages promptly
• Maintain clear and consistent communication with managers to ensure strong organization and proper prioritization
• Handle incoming mail, prepare outgoing shipments, and manage FedEx packages
• Prepare and process expense reports
• Photocopy, scan documents, and assemble binders as required
• Provide additional general administrative support as needed

What We’re Looking For:

• Bachelor’s degree required
• Minimum 3 years of experience supporting C-suite executives
• Financial or legal background is highly preferred
• Proven ability to handle highly confidential information with discretion and professionalism
• Demonstrated integrity, trustworthiness, and sound judgment
• Positive, professional demeanor with a friendly and approachable attitude
• Excellent written and verbal communication skills
• Strong experience drafting letters, emails, and other correspondence for internal and external audiences
• Superior organizational and time-management skills with the ability to multitask and meet tight deadlines under pressure
• Highly adaptable and flexible with strong attention to detail
• Comfortable working in a fast-paced environment focused on continuous improvement
• Willingness to take direction from multiple stakeholders
• Self-motivated team player who can also work independently
• Tech-savvy with advanced proficiency in Microsoft Office (Excel, PowerPoint, Outlook, etc.)
• Flexibility to occasionally work after hours when needed
• Previous experience in investor relations or accounting is a strong plus