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Executive Assistant

1 week ago

Newport Beach, California, United States Eastdil Secured Full time
Job Description Job Description Salary: $85,000-$95,000

Overview

Eastdil Secured is the largest independent commercial real estate investment bank in the world, by volume, with nearly $3 trillion in completed transactions over the past 15 years. We uniquely combine commercial real estate and capital markets expertise to provide clients with advisory services and investment strategies for all major markets, transaction types, and asset classes. As a privately held firm with significant employee investment, we thrive on our intelligence-driven team, state-of-the-art technology, and collaboration across 21 offices and 3 continents. Our collective experience, expertise, and resources provide us with the ability to successfully execute the worlds most impactful transactions in the capital markets.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

Description

This position is a full-time role in our Orange County, CA office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple senior level executives and transaction professionals as well as back-up support to the broader team and office management. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

  • Provide administrative support to Managing Director(s) and deal team with complex needs, including a high volume of travel, itineraries and agendas and an extremely complex calendar of meetings
  • Works closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the executives updated as needed
  • Plan, coordinate and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
  • Provides Gateway role, communicating with broader team constantly to increase efficiency. Establish and implement team scheduling best practices for Managing Director(s) and deal team by leveraging ES software and applications.
  • Completes a broad variety of administrative tasks in addition to managing time and travel, including completing expense reports, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment where group co-heads are leads, in accordance with gift and entertainment policies and procedures
  • Leads the planning and execution process for small local events led by Managing Director(s) and deal team (closing dinners, small happy hours, golf outings, etc.)
  • Completes personal requests as needed (personal travel, errands, etc.)
  • Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
  • Provide occasional back-up support to other Executive Assistants, including supporting the transaction process
  • Collaborate with business operations teams across multiple offices
  • Some off-hour availability (overtime) required

Deal Administration

  • Provide executive deal administrative support as needed to Managing Director(s) and deal team
  • Support Managing Director(s) and deal team by managing and organizing internal database, assisting with deal marketing process, ensuring timely distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
  • Proactively manage end-to-end deal administration process, including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc.

Event Management

  • Orchestrate several annual conferences, internal & external events, and occasional dinners that require both short-term & long-term planning and strong project management skills
  • Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
  • Act as onsite coordinator day-of to ensure seamless event delivery
  • Some travel may be required

Office Management

  • Act as office manager and support Facilities Manager (off-site) to ensure that Orange County office is operating smoothly
  • Conduct inventory assessment and complete daily and weekly office supply restocking and snack orders
  • Maintain basic office equipment, troubleshoot & resolve office-related malfunctions, and respond to requests or issues
  • Assist with food orders, luncheon planning, and planning of other business-related meetings and events as requested
  • Manage logistics for in-office new hire onboarding or visiting executives (set up desks, phones, computers, meeting spaces, etc.)
  • Handle all office administration tasks as needed

Education and Qualifications

  • Years of experience required
  • Education and/or credentials required or preferred

Experience, Skills and Competencies Required

  • Positive and professional attitude with the ability to self-motivate
  • High level of attention to detail and accuracy
  • Handle confidential information with diplomacy and discretion
  • Excellent organizational and time-management skills, with the ability to prioritize workload, multitask, and work under pressure to meet deadlines
  • A self-starter with a high degree of energy and careful attention to detail.
  • Strong sense of initiative and a process-improvement mindset.
  • Experience coordinating complex calendars & managing expenses for multiple team members
  • Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
  • Apple device required for remote connectivity
  • Concur expense management and travel booking experience a plus

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.