Executive Assistant
Marcus & Millichap
full-time
Posted on:
Location Type: Office
Location: Palo Alto • California • 🇺🇸 United States
Visit company websiteSalary
💰 $45 - $60 per hour
Job Level
Mid-LevelSenior
About the role
- Manage calendars, appointments, and meeting logistics, including agendas and itineraries.
- Coordinate domestic and international travel arrangements.
- Organize meetings, events, property tours, and client entertainment activities.
- Draft, revise, and distribute correspondence, reports, marketing materials, and confidentiality agreements.
- Handle incoming communications and route inquiries appropriately.
- Support client follow-ups and ensure timely, professional responses.
- Maintain and manage the team’s client database and filing systems, including data entry, reporting, queries, and organization of electronic and hardcopy records.
- Complete paperwork for new listing activations, closings, and booking statements.
- Manage corporate bank accounts, perform basic bookkeeping, and prepare expense reports.
- Maintain relationships with vendors and service providers, including coordination of office supplies, inventory, and client gift delivery.
- Deliver onboarding and training for new team members, ensuring familiarity with administrative systems, workflows, and procedures.
- Provide basic user support and troubleshooting during system updates or software rollouts.
- Manage special projects as assigned.
- Perform occasional personal and work-related tasks, such as property management, bank deposits, dry cleaning, and vehicle maintenance.
- Ensure confidentiality and handle sensitive information with discretion.
Requirements
- Five (5) years of administrative experience, preferably in real estate, finance, or legal sectors.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Office 365.
- Exceptional organizational skills, with strong editing, proofreading, and communication abilities.
- Strong problem-solving skills and ability to take initiative.
- Professional demeanor and polished appearance.
- Reliable, punctual, and proactive with a strong desire to learn and grow.
- Ability to work independently and collaboratively in a fast-paced environment.
- Bachelor’s degree preferred; equivalent experience considered.
- Experience with QuickBooks and Adobe Creative Suite is a plus.
- Familiarity with commercial real estate operations is preferred.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative experiencedata entrybookkeepingeditingproofreadingreportingclient database managementexpense report preparationcalendar managementtravel arrangements
Soft skills
organizational skillscommunication abilitiesproblem-solving skillsinitiativeprofessional demeanorpunctualityproactivityability to work independentlycollaborative skillsdesire to learn and grow