Executive Assistant (On-site) | Los Angeles, CA

HireHawk Inc.; Beverly Hills, Northern (CA, KY); Hybrid; USD 50,000 - 75,000; Full time

Job summary

HireHawk Inc. is seeking an Executive Assistant to support a busy CEO in Beverly Hills. This hands-on role manages calendars, coordinates appointments, follows up on tasks, and handles correspondence, bills, and vendor relations for a fast-paced real estate-focused team.

You will work onsite full-time as a 1099 contractor, with a Monday–Friday schedule and travel to nearby properties as needed, building knowledge of the commercial real estate business over time.

Qualifications

• 2+ years of experience in an Executive/Administrative support role.
• Experience managing a busy calendar with frequent changes.
• Excellent organization and follow-through with attention to detail.
• Professional written and verbal communication with clients.
• High school diploma or equivalent; proficiency with standard office tools.
• Ability to work full-time onsite in Beverly Hills and travel as needed.

Responsibilities

• Own and protect the CEO’s calendar, coordinating approximately 10 meetings per day with frequent schedule changes.
• Confirm appointments, communicate updates, and coordinate next steps with clients and stakeholders.
• Maintain reliable follow-up systems for correspondence, requests, commitments, and items.
• Support commercial real estate work by organizing deal-related paperwork and admin needs.
• Manage incoming mail, bills, routine correspondence, and related tracking.
• Coordinate vendors and service providers for commercial properties until work is completed.
• Maintain organized internal systems, databases, and administrative records.
• Anticipate the CEO’s needs and resolve scheduling or admin issues independently.
• Handle local errands and travel to nearby properties, including photos with a phone.
• Build knowledge of commercial real estate and take on more responsibilities over time.

Skills

Calendar management

Organizational skills

Communication

Follow-up and tracking

Travel coordination

Vendor coordination

Education

High school diploma

Tools

Office productivity tools

Job description

• Job Type: Full-time, long-term contractor
• Workplace: On-Site
• Schedule: Consistent Monday-Friday schedule, expected to be either 8:00 AM-5:00 PM or 9:00 AM-6:00 PM PT, with final schedule to be confirmed
• Compensation: $50,000-$75,000 annually (negotiable)

About the Role

This is a hands-on Executive Assistant position for someone who takes pride in creating order around a busy executive and a constantly changing schedule. You will serve as the central connection between the CEO, clients, appointments, vendors, properties, and administrative priorities.

Calendar management is the biggest part of the role. The CEO may have approximately 10 phone, video, and in-person meetings in a single day, so you need to be comfortable confirming appointments, reshuffling schedules, communicating changes, and making sure nothing gets lost in the process.

The position also extends beyond the calendar into correspondence, follow-ups, deal administration, bills and mail, property vendors, databases, and occasional local errands or property visits. As you learn the business, there is an opportunity to take on greater responsibility and develop deeper commercial real estate knowledge.

Full-time 1099 contractor engagement based at 239 S. Beverly Drive #200, Beverly Hills, CA 90212

Responsibilities

• Own and protect the CEO’s calendar, coordinating approximately 10 phone, video, and in-person meetings per day while managing frequent schedule changes
• Keep clients and internal stakeholders informed by confirming appointments, communicating updates, and coordinating next steps
• Maintain reliable follow-up systems so correspondence, requests, commitments, and outstanding items are completed on time
• Support active commercial real estate work by organizing deal-related paperwork and handling day-to-day administrative needs
• Manage incoming mail, bills, routine correspondence, and related tracking with accuracy and discretion
• Coordinate vendors and service providers supporting commercial properties and follow through until requested work is completed
• Maintain organized internal systems, databases, client information, and administrative records
• Anticipate the CEO’s needs and resolve scheduling or administrative issues independently whenever possible
• Handle occasional local errands and travel to nearby properties for simple property-related needs, including taking basic photos with a phone
• Build your knowledge of the commercial real estate business and gradually take ownership of additional responsibilities as you develop in the role

Must-Have:

• 2+ years of experience preferred in an Executive Assistant, Administrative Assistant, Office Coordinator, or similar high-volume support role
• Demonstrated experience managing a busy calendar with frequent changes and a high volume of appointments
• Excellent organization and follow-through, with the ability to track numerous small details and competing priorities without losing momentum
• Professional written and verbal communication skills and confidence interacting directly with clients
• Experience handling correspondence, follow-ups, administrative systems, bills, mail, or vendor coordination
• High school diploma or equivalent and proficiency with standard office and productivity tools
• Ability to work full-time onsite in Beverly Hills and travel to nearby properties or complete local errands when needed

Nice to Have:

• Previous commercial real estate, brokerage, property, or general real estate experience
• Associate’s or Bachelor’s degree
• Experience supporting a founder, CEO, broker, or other executive in a high-volume client-facing environment
• Familiarity with CRM, transaction, database, or property-related administrative systems
• Graphic design experience or comfort creating simple visual materials