Executive Assistant

RealREPP; Irvine (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

RealREPP is seeking an organized Executive Assistant in Orange County to support the C-Suite and the HR/finance functions. This role requires managing calendars, coordinating meetings, and ensuring confidential handling of sensitive information.

You will perform document management, travel coordination, onboarding logistics, and executive support. A Bachelor’s degree and 3+ years of executive support are essential, with strong MS Office skills and professional communication.

Qualifications

• Bachelor’s Degree required.
• Minimum 3 years supporting a C-Suite Executive.
• Financial or legal background is highly desirable.
• Handle confidential information with diplomacy and discretion.
• Demonstrate the highest level of integrity, confidentiality, and trustworthiness.
• Excellent interpersonal and communication (written and verbal) skills required.
• Experience with composing letters and email communications to internal/external customers.
• Ability to prioritize workload, multitask, and meet deadlines.
• Flexible for after-hours availability and adaptable to change.
• Self-motivated, team player who can work independently.

Responsibilities

• Assist in managing the daily calendar and scheduling internal and external meetings.
• Provide office and executive support including document organization, agendas, and travel coordination.
• Support HR and accounting-related tasks, invoices, onboarding logistics, and confidential information handling.
• Assist in team celebrations, events, and company communications.
• Coordinate onboarding, HR programs, and annual training events.
• Maintain confidentiality of team member and business matters.
• Support logistics for HR meetings, leadership trainings, and vendor interactions.
• Handle FedEx/mail and travel arrangements as needed.
• Support a fast-paced environment with attention to detail.

Skills

Calendar management

Executive support

Interpersonal communication

Discretion & integrity

MS Office proficiency

Team player

Adaptability

Education

Bachelor’s degree

Tools

MS Office

Job description

RealREPP is a full service commercial real estate recruiting firm and is currently teaming with a stable and growing commercial real estate firm in Orange County. This commercial real estate firm is looking to hire an Executive Assistant. This is a very exciting and highly coveted spot within the company.

Responsibilities

• Assist in the management of the daily calendar including coordination and scheduling of internal and external meetings, including reserving conference rooms and understanding tech requirements
• Office and executive support - document organization (including scanning and creating binders), agenda preparation and updates, catering, travel and meal coordination, screen incoming calls
• Other general administrative support, as required
• Expense reimbursements
• Help plan team celebrations
• Receive / open mail /prepare FedEx packages
• Support logistics for HR team meetings, leadership meetings, trainings, and team member events
• Process HR related invoices and contract administration
• Support onboarding logistics for new hires
• Coordinate team member recognition, engagement, and culture initiatives
• Coordinate the annual new hire training event
• Coordinate company-wide HR programs and communications
• Manage Pingboard team member active directory, anniversary milestones, retirement celebrations
• Maintain strict confidentiality regarding team member and business matters
• HR related ad-hoc projects

Requirements

• Bachelor’s Degree required
• Minimum 3 years supporting a C-Suite Executive
• Financial or legal background is highly desirable
• Handle confidential information with diplomacy and discretion
• Demonstrate the highest level of integrity, confidentiality, and trustworthiness
• Positive and professional attitude, friendly and approachable
• Excellent interpersonal and communication (written and verbal) skills required
• Experience with composing letters, e-mail communication to internal/external customers
• Excellent organizational and time-management skills, with the ability to prioritize workload, multitask, and work under pressure to meet deadlines
• Must adapt to change and be flexible and highly focused on details.
• Must be comfortable working in a fast-paced environment where continuous improvement is expected
• Willing to take direction from many individuals.
• Self-motivated, team player with the ability to work independently and in a team environment
• Tech-savvy and excellent computer skills. Proficient in MS Office.
• Flexible for some after-hour availability and follow-up
• Previous investor relations and/or accounting experience are highly desirable

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.*