Administrative Assistant

Vaco by Highspring; California; On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401(k) retirement plan

Job summary

Vaco by Highspring is seeking an Administrative Assistant to support a busy real estate team in a fast-paced office environment. The ideal candidate is organized, proactive, and capable of handling multiple priorities while delivering professional administrative support.

Responsibilities include calendar management, scheduling, client/vendor coordination, document prep, HR tasks, and preparing various business documents.

Qualifications

• Associate's degree preferred.
• 2–3+ years of administrative, office support, executive assistant, or customer service experience.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication with a professional, customer-service focus.
• Experience with document management, data entry, and maintaining accurate records.
• Proficiency in Outlook, Word, Excel, and PowerPoint.
• Experience supporting executives or multiple departments is highly preferred.
• Real estate, property management, construction, escrow, mortgage, or related industry experience is a plus.
• Ability to work onsite Monday through Friday in a professional office environment.

Responsibilities

• Provide administrative support to leadership and the broader team, including calendar management, scheduling meetings, and coordinating appointments.
• Manage high-volume scheduling and maintain organized calendars to ensure efficient daily operations.
• Serve as a primary point of contact for clients, vendors, tenants, and business partners, providing professional and timely communication.
• Assist with real estate transaction administration, document preparation, and maintaining accurate records and files.
• Support onboarding, office administration, and general HR-related tasks as needed.
• Prepare correspondence, reports, presentations, and other business documents.
• Perform data entry and maintain accurate information within internal databases and systems.
• Order and maintain office supplies and assist with overall office organization and operations.
• Coordinate travel arrangements, meetings, and company events when required.
• Provide additional administrative and project support to the team as needed.

Skills

Organization

Calendar management

Communication

Multi-priority handling

Data entry

Education

Associate's degree preferred

Tools

Microsoft Office

Job description

Our client is seeking a polished, professional, and highly motivated Administrative Assistant to support a busy team in a fast-paced real estate environment. This is an excellent opportunity for someone who is organized, proactive, detail-oriented, and enjoys managing multiple priorities while providing exceptional administrative support.

Key Responsibilities

• Provide administrative support to leadership and the broader team, including calendar management, scheduling meetings, and coordinating appointments.
• Manage high-volume scheduling and maintain organized calendars to ensure efficient daily operations.
• Serve as a primary point of contact for clients, vendors, tenants, and business partners, providing professional and timely communication.
• Assist with real estate transaction administration, document preparation, and maintaining accurate records and files.
• Support onboarding, office administration, and general HR-related tasks as needed.
• Prepare correspondence, reports, presentations, and other business documents.
• Perform data entry and maintain accurate information within internal databases and systems.
• Order and maintain office supplies and assist with overall office organization and operations.
• Coordinate travel arrangements, meetings, and company events when required.
• Provide additional administrative and project support to the team as needed.

Qualifications

• Associate's degree preferred.
• 2-3+ years of administrative, office support, executive assistant, or customer service experience.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills with a professional, customer-service-focused approach.
• Experience with document management, data entry, and maintaining accurate records.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience supporting executives, leadership teams, or multiple departments is highly preferred.
• Real estate, property management, construction, escrow, mortgage, or related industry experience is a plus.
• Ability to work onsite Monday through Friday in a professional office environment.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. 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. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals 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 applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail] .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

For residents of Ontario, Canada only:

Privacy Notice

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 and UK 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; and
• 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 and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).