Executive Assistant, Strategic Initiatives

DivCore Capital; San Francisco (CA); On-site; USD 120,000 - 130,000; Full time

Benefits offered by this job

Annual bonus opportunity

Flexible vacation policy

Weekly lunch stipend

Job summary

Divco West seeks an Executive Assistant, Strategic Initiatives, to partner with the Chief People Officer. The role blends executive support with project management, driving visibility, and ensuring initiatives move from discussion to completion.

Core duties include calendar control, end-to-end travel planning, meeting coordination, and ownership of project plans, trackers, and briefing materials. This hands-on role demands discretion and proactive prioritization.

Qualifications

• 7-9 years of experience in executive support, project/program management, operations, or a related role.
• Experience supporting a senior executive in a fast-paced, high-accountability environment.
• Advanced proficiency with Microsoft 365; comfort with new productivity tools.
• Excellent written communication; ability to create polished presentations, reports, briefing materials.

Responsibilities

• Own and manage a complex executive calendar with prioritization and conflict resolution.
• Plan domestic travel, including flights, hotels, ground transport, itineraries, and contingencies.
• Prepare accurate expense reports and provide coverage for team members as needed.
• Develop executive-ready materials, including agendas, briefs, and summaries.
• Lead project workplans, trackers, and progress updates across initiatives.
• Identify process improvements and implement tools and playbooks.

Skills

Microsoft 365

Executive communication

Project management

Discretion & professionalism

Tools

Microsoft 365

Job description

EXECUTIVE ASSISTANT, STRATEGIC INITIATIVES

JOB DESCRIPTION

Company Background

Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space – primary throughout the United States. DivcoWest’s real estate portfolio includes existing and development properties in the office, R&D, lab, industrial, digital, retail and multifamily spaces.

Summary

We are seeking an Executive Assistant, Strategic Initiatives, to serve as a highly proactive partner to the Chief People Officer. This role combines sophisticated executive support with project management and operational follow-through across a broad portfolio of priorities. The Executive Assistant will create leverage for the CPO by managing complex logistics, creating visibility across commitments, organizing initiatives, and ensuring that important work moves from discussion to completion.

This is a hands-on role. Core responsibilities include calendar management, end-to-end travel planning, and meeting coordination, as well as ownership of project plans, trackers, executive briefings, and process improvement initiatives. The successful candidate will be equally comfortable handling detailed administrative execution and stepping back to identify what matters most, what is at risk, and what needs to happen next.

This role requires 4 days in office at our San Francisco, CA location and is not eligible for immigration support or sponsorship, now or in the future.

The ideal candidate brings exceptional executive functioning, strong strategic judgment, and a natural ability to anticipate needs, identify priorities, and stay several steps ahead. This person brings structure to ambiguity, synthesizes information quickly, and manages multiple moving workstreams without losing sight of priorities or details.

Responsibilities

Executive Support

• Own and manage a complex executive calendar, including scheduling, prioritization and conflict resolution.
• Understand the purpose and importance of meetings so calendar decisions reflect business priorities.
• Plan and coordinate domestic travel, including flights, hotels, ground transportation, reservations, itineraries, and contingency planning.
• Coordinate internal and external meetings, including scheduling, locations, materials, technology, catering, and follow-up logistics, as needed.
• Prepare and submit accurate, timely expense reports; efficiently resolve reimbursement issues.
• Provide coverage for other Executive Assistant team members during vacations or other absences.

Executive Readiness

• Provide daily and weekly briefings on upcoming meetings, deadlines, decisions, and any other items needing attention.
• Review the calendar in advance and determine what materials are needed for the executive to be fully prepared.
• Create meeting agendas, talking points, decision summaries, and other materials that allow the executive to quickly understand the purpose, history, participants, and desired outcome of a discussion.
• Maintain a reliable system for tracking commitments, decisions, delegated work, follow-ups, and due dates across meetings and workstreams.
• Translate discussions into clear action items, owners, and timelines, and drive follow-through.

Project Management

• Manage executive-sponsored projects from inception to completion, creating workplans, trackers, and status updates.
• Coordinate and maintain visibility across key priorities, including KPIs, talent assessments, and strategic offsites.
• Partner with project owners and stakeholders to clarify deliverables, set timelines, and keep work moving.
• Support annual and quarterly planning, including organizing inputs, documenting decisions, tracking commitments, and preparing progress updates.
• Take ownership of additional relevant projects, flexing between project leadership, coordination, analysis, and execution.

Executive Materials

• Produce executive-ready presentations, reports, memos, dashboards, meeting documents, talking points, and communications with accuracy and polish.
• Gather, organize, and synthesize information from multiple sources into concise, decision-useful summaries, distinguishing facts, open questions, risks, and recommended next steps.
• Maintain project reporting tool, ensure information is current, and follow up with owners when updates are missing or incomplete.
• Develop templates and reports that improve consistency, transparency, and the executive's ability to quickly understand the status of important work.

Process Improvement

• Identify opportunities to simplify administrative and operational processes, reduce manual work, improve handoffs, and create clear ownership across recurring workflows.
• Document and maintain processes, checklists, templates, and playbooks that support consistent execution and continuity.
• Evaluate, coordinate, and implement new tools, technology platforms and AI-enabled solutions that improve productivity or organizational effectiveness.
• Manage platform implementation, including requirements gathering, stakeholder coordination, issue resolution, and adoption follow-through.

Relationship Management

• Build strong working relationships across the organization and adapt communication, follow-up, and escalation to the situation.
• Handle sensitive business and organizational information with exceptional discretion and care.
• Represent the Chief People Officer with professionalism and good judgment, while understanding when to act independently, when to consult, and when to elevate.
• 7-9 years of experience in executive support, project/program management, operations, or a related role.
• Demonstrated experience supporting a senior executive in a fast-paced, high-accountability environment, with ownership of calendaring, travel planning, meeting preparation, and expense management.
• Exceptional project management and organizational capability, including management of multiple workstreams, deadlines, stakeholders, and details.
• Strong executive-function skills: anticipation, prioritization, sequencing, and follow-through
• Excellent written communication; experience creating polished presentations, reports, briefing materials, and executive summaries.
• Ability to synthesize incomplete or complex information and develop practical recommendations.
• High degree of discretion and professionalism when handling confidential, sensitive, or high-stakes information.
• Advanced proficiency with Microsoft 365 suite; passion for new technology and productivity tools.
• Ability to work in the San Francisco office 4 days a week and provide occasional support outside standard business hours when travel, time zones, or urgent priorities require it.

The person in this position must be:

• Remain in a stationary position 75% of the time working on a computer and attending in-person or virtual meetings.
• Occasionally move about the office to access meeting rooms and other work areas.
• Travel occasionally for company meetings, offsites, or other business needs.

Compensation

• $120,000 - $130,000
• Annual bonus opportunity
• Flexible vacation policy
• Weekly lunch stipend

Divco West Services, LLC ("Company") complies with all applicable U.S. immigration laws and regulations. The Company does not provide employer support or sponsorship for any immigration-related employment benefit for this role. Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future. This includes having the legal right to work in the United States without the need for the Company support or sponsorship for any immigration-related employment authorization (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, etc.) now or in the future.

Divco West Services, LLC, an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, and breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair

Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.