Executive Assistant

Vaco; Irvine (CA); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Restaurant d'entreprise

Indemnités de stage/alternance

Job summary

Vaco in Irvine, CA is seeking a highly organized Executive Assistant to provide high-level support to the CEO of a growing real estate investment management firm. This fast-paced, high-touch role requires discretion and independent decision-making.

The ideal candidate has a Bachelor's degree, proven experience supporting senior executives, excellent calendar and travel management skills, and comfort handling confidential documents.

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.

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.

Skills

Calendar management

Travel coordination

Discretion

Communication skills

Independent decision making

Confidentiality

Numbers handling

AI tools (ChatGPT/Claude)

Microsoft Office

Excel

Education

Bachelor's degree

Tools

Microsoft Office

AI tools (ChatGPT/Claude)

Calendar systems

Job description

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