Executive Assistant POST NUMBER: 309496
Executive Assistant
Location: Irvine, CA (onsite)
Compensation: $85,000 to $100,000 base salary
Employment Type: Direct Hire / Full-Time
Position Overview
We are seeking a highly organized, polished, and proactive Executive Assistant to provide high-level support to the CEO of a growing real estate investment management firm. This is a high-touch, fast-paced position supporting an executive with a demanding schedule, frequent domestic and international travel, and responsibilities spanning both the business and a family investment office.
The ideal candidate is exceptionally detail-oriented, calm under pressure, highly confidential, and comfortable anticipating needs and making decisions independently. A background in legal, finance, investment management, or another analytical professional services environment is strongly preferred.
Key Responsibilities
- Manage an extremely active and complex executive calendar, including both business and personal commitments
- Coordinate detailed domestic and international travel, including flights, hotels, ground transportation, dining reservations, meetings, and last-minute itinerary changes
- Anticipate travel logistics down to the details, including proximity to meetings, arrival times, transportation, and accommodations
- Prepare and maintain the CEO's daily schedule and ensure he has everything needed for meetings and appointments
- Coordinate multiple calendars and manage frequent scheduling changes
- Review and organize documents requiring CEO signature and understand the purpose and context of documents being presented
- Assist with contracts, subscription documents, personal filings, forms, and other documentation related to the CEO and family office
- Take detailed meeting minutes, including for Board of Directors engagements
- Handle monthly expense reporting
- Assist with office and company event planning
- Help direct administrative staff as needed
- Make restaurant reservations and coordinate business meals
- Provide support across both the CEO's investment management business and family office
- Take on additional responsibilities as needed within a small, hands-on organization
Qualifications
- Bachelor's degree required
- Prior Executive Assistant or high-level administrative support experience
- Strong experience coordinating complex domestic and international travel
- Exceptional calendar management and organizational skills
- Extremely high level of discretion and confidentiality
- Strong written and verbal communication skills
- Confident, composed, professional, and able to remain calm under pressure
- Strong judgment and ability to make independent decisions
- Highly detail-oriented and comfortable working with numbers and complex documents
- Able to operate independently and learn new responsibilities with limited direction
- Comfortable supporting a direct, highly driven executive with high expectations for accuracy and follow-through
- Tech-savvy with experience using Microsoft Office, Excel, multiple calendar systems, and AI tools such as ChatGPT and Claude
- Legal or finance experience strongly preferred
- Stable work history and interest in finding a long-term career opportunity
By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.
EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
Representation Notice
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.