Administrative Assistant

Vaco by Highspring; Corona (CA); On-site; USD 40,000 - 54,000; Full time

Job summary

Vaco by Highspring is partnering with an established Corona-based real estate organization to fill an Administrative Assistant role. You will provide day-to-day administrative and operational support, manage calendars, prepare documents, and coordinate meetings in a fast-paced environment.

The ideal candidate has 2+ years of admin experience, strong organizational and communication skills, and proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).

Qualifications

• 2+ years of administrative, office support, or coordination experience.
• Previous experience within real estate, property management, construction, or a related industry is a plus.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

Responsibilities

• Provide administrative support to the team, including calendar management, scheduling, correspondence, and document preparation
• Coordinate meetings, appointments, conference rooms, and internal events
• Assist with preparing reports, presentations, spreadsheets, and other business documents
• Maintain organized electronic and physical files, records, and real estate documentation
• Support property and project teams with various administrative needs
• Assist with vendor coordination, invoices, purchase orders, and expense tracking
• Serve as a point of contact for internal teams, vendors, tenants, and other business partners
• Track deadlines, follow up on outstanding items, and help ensure projects stay on schedule
• Assist with data entry and maintaining accurate information within internal systems
• Support additional office, operational, and special projects as needed

Skills

Organizational skills

Communication skills

Multitasking

MS Office proficiency

Tools

Outlook

Word

Excel

PowerPoint

Job description

Location: Corona, CA
Position: Administrative Assistant

We are partnering with an established real estate organization in Corona that is looking for an organized, proactive Administrative Assistant to support their team. This is a great opportunity for someone who enjoys working in a fast-paced environment, managing multiple priorities, and providing day-to-day administrative and operational support.

Responsibilities

Administrative Assistant - Real Estate

Location: Corona, CA
Position: Administrative Assistant

We are partnering with an established real estate organization in Corona that is looking for an organized, proactive Administrative Assistant to support their team. This is a great opportunity for someone who enjoys working in a fast-paced environment, managing multiple priorities, and providing day-to-day administrative and operational support.

• Provide administrative support to the team, including calendar management, scheduling, correspondence, and document preparation
• Coordinate meetings, appointments, conference rooms, and internal events
• Assist with preparing reports, presentations, spreadsheets, and other business documents
• Maintain organized electronic and physical files, records, and real estate documentation
• Support property and project teams with various administrative needs
• Assist with vendor coordination, invoices, purchase orders, and expense tracking
• Serve as a point of contact for internal teams, vendors, tenants, and other business partners
• Track deadlines, follow up on outstanding items, and help ensure projects stay on schedule
• Assist with data entry and maintaining accurate information within internal systems
• Support additional office, operational, and special projects as needed

Qualifications

• 2+ years of administrative, office support, or coordination experience preferred
• Previous experience within real estate, property management, construction, or a related industry is a plus
• Strong organizational skills with excellent attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Professional, dependable, and comfortable communicating with individuals at all levels
• Proactive mindset with the ability to anticipate needs and take initiative
• Strong follow-through and ability to work both independently and collaboratively

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.

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. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you 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 only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

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).