Administrative Assistant

Vaco; Walnut (CA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Discretionary bonuses

Medical, dental, and vision benefits

401(k) retirement plan

Job summary

Vaco seeks a polished Administrative Assistant to support a busy real estate team. You will manage calendars, coordinate meetings, and handle client, vendor, and partner communications in a fast-paced environment.

The role requires 2-3+ years of administrative experience, strong MS Office skills, and an ability to multitask across multiple priorities while maintaining meticulous records and professional demeanor onsite.

Qualifications

• Associate's degree preferred.
• 2-3+ years of administrative, office support, executive assistant, or customer service experience.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

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

Organizational skills

Communication skills

Multitasking

Education

Associate's degree preferred

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

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. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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.