Executive Assistant

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Job description

Company Background:

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC and New York City. Known for our long-standing relationships and track record of success in markets where innovation thrives, we combine entrepreneurial spirit with an institutional approach to deliver value-add solutions to the world's most innovative companies.

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 value our partners and our people, and believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

We are currently seeking candidates for an Executive Assistant to support two Executive Team Members based out of the Cambridge office. Interested candidates may send their resumes to Elizabeth Ficek, .

Role Description:

The Executive Assistant will provide direct administrative and logistical support to two members of the Executive Team, and potentially assist others. This person will be based out of our Cambridge office. Through 2021 there will likely be an ongoing opportunity to work remotely for a few days a week. The Executive Assistant is responsible for overseeing calendar management, including but not limited to coordinating daily meetings, rescheduling events, arranging logistics, sending confirmations, gathering availability with third parties, and coordinating travel/ hotel/ social events as needed. This individual will also be relied upon for administrative support as outlined below, and will have the opportunity to grow into a more strategic role based on performance with assigned tasks.

The right person for the role will possess a dynamic blend of interpersonal and organizational skills combined with a high level of professionalism and efficiency. This support role requires an even-keeled personality, and the ability to manage within a fast-paced work environment.

The position is ideally suited for a highly motivated, detail-oriented individual with a solid background in administrative support, a strong work ethic and passion for adding value to a dynamic and fast-growing company. This individual will work collaboratively with other members of the Executive Assistant team.

Responsibilities:

Calendar and schedule management

• Assist in scheduling (or rescheduling) meetings and calls with internal and external contacts; including confidential investor/partner meetings
• Confirm meetings and appointments as appropriate with participants
• Proactively communicate schedule changes both internally and externally

Travel coordination

• Oversee all flight, hotel and restaurant reservations as needed for executive travel

Reporting

• Maintain up to date records of key contacts
• Submit expense reports in a timely manner

Administrative Support

• Aggregate key reports to assist executives in their monthly/ quarterly needs
• Create polished Excel, PowerPoint or Word documents as required
• Provide editing/ proofreading support as needed
• Attend meetings and take minutes
• Create meeting agendas
• Maintain filing system
• Other general administrative duties

Office Management

• Oversee office needs in conjunction with other admins
• Manage conference rooms in order of meeting priority
• Assist with office relocation from Boston to Cambridge

Qualifications:

• 4+ years of experience in a similar administrative role.
• BA/BS degree required.
• Proficiency with Microsoft Office Suite, DocuSign, and project management software.
• High level of professionalism in dealing with confidential and sensitive issues, including investors.
• Strong interpersonal skills and ability to work collaboratively with a diverse team.
• Exceedingly well-organized with strong follow-through; sense of urgency.
• Highly driven, with a positive, solution-oriented attitude.
• A self-starter that is highly motivated, deadline and detail oriented.
• Proactive, resourceful, efficient; able to work independently with minimal supervision.
• Ability to interact with staff at all levels and personality types in a fast-paced environment.
• Warm, enthusiastic and team-oriented.
• Desire to grow; receptive to coaching and feedback.
• Passion for taking on more responsibility within a growing company.

DivcoWest is an Equal Opportunity Employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state or local law. 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: