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

HireHawk Inc.; United States; On-site; USD 50,000 - 75,000; Full time

Job summary

HireHawk Inc. in Beverly Hills, CA is seeking an experienced Executive Assistant for a hands-on, on-site role supporting a busy CEO.

You will own the CEO’s calendar, coordinate 10+ daily meetings, manage correspondence, follow-ups, deals, bills, and vendor relations, and assist with property-related admin. This 1099 full-time contractor position offers growth as you learn commercial real estate and take on greater responsibilities.

Qualifications

• Must have 2+ years in Executive/Administrative support with high calendar load.
• Experience managing a busy calendar with frequent changes and many appointments.
• Excellent organization, follow-through, and attention to detail in a fast-paced setting.
• Professional written and verbal communication with clients.
• Experience handling correspondence, follow-ups, bills, mail, or vendor coordination.

Responsibilities

• Own and protect the CEO’s calendar, coordinating approximately 10 meetings per day with frequent schedule changes.
• Keep clients and internal stakeholders informed by confirming appointments and updates.
• Maintain reliable follow-up systems for correspondence and outstanding items.
• Support commercial real estate work by organizing deal-related paperwork and admin tasks.
• Manage incoming mail, bills, and routine correspondence with accuracy and discretion.
• Coordinate vendors and service providers for commercial properties until work is completed.
• Maintain organized databases and client records; anticipate CEO needs and resolve issues independently.
• Occasionally travel to nearby properties for simple tasks, taking basic photos.

Skills

Calendar management

High-volume support

Communication

Organization

Attention to detail

Customer interaction

Education

High school diploma or equivalent

Associate’s or Bachelor’s degree (nice to have)

Tools

CRM systems

Microsoft Office

G Suite

Email management

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

Requirements

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