Executive Support Specialist — Calendar & Travel

Eastdil Secured, L.L.C.; Santa Monica (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Eastdil Secured Savills in Santa Monica is seeking a proactive Executive Administrator to support the CEO's office in a high-touch, in-person role. You will handle complex calendar management, travel logistics, and confidential information with discretion.

Reporting to the Senior Executive Assistant to the CEO, you will manage bookings, communications, and document handling, ensuring timely execution and flawless coordination across teams.

Qualifications

• Bachelor’s degree preferred and 7+ years of senior executive support experience.
• Experience supporting C-suite and complex travel logistics.
• High discretion handling sensitive information; trustworthy and reliable.

Responsibilities

• Execute day-to-day tasks and delegated responsibilities with speed and accuracy.
• Maintain confidentiality with sensitive information.
• Handle bookings, confirmations, documentation, and travel logistics.
• Manage calendar and travel for CEO and visiting executives.

Skills

Calendar management

Travel coordination

Discretion

Executive support

MS Office

Communication

Tech-savvy

Apple iPhone

Education

Bachelor’s degree

Tools

Concur

MS Teams

Zoom

Excel

Outlook

PowerPoint

Job description

Eastdil Secured Savills is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world’s most dynamic transactions.

At Eastdil Secured Savills, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This is a full-time, in-person Executive Administrator role based in our Santa Monica office. This role reports directly to the Senior Executive Assistant to the CEO who will provide direction, priorities, and delegated scope for this role.

This position is for a highly proactive and meticulous individual who is comfortable operating in a high-touch environment; someone who anticipates needs, follows through without being asked, and keeps every commitment fully documented and confirmed.

The responsibilities below are broad in scope but are not exhaustive and will be adjusted based on what is delegated by the Senior Executive Assistant. The individual in this role is expected to take on related tasks and responsibilities as assigned, even if not explicitly stated below.

Essential Functions

• Execute the day-to-day tasks and delegated responsibilities assigned by the Senior Executive Assistant, with speed, accuracy, and exceptional follow-through

• Maintain the highest level of discretion and confidentiality at all times given consistent exposure to extremely sensitive business and personal information

• Handle the detailed, hands-on execution of tasks: bookings, confirmations, documentation, and logistics, allowing the Senior Executive Assistant to focus on higher-level priorities

• Act as a reliable, self-directed partner; finding and completing work, providing updates, and knowing what to handle versus escalate

Core Responsibilities

• Support the CEO’s Senior Executive Assistant in providing in-person support to the CEO

• Maintain a complex calendar (business and personal)

• Manage conference and speaking engagement logistics
  

• Coordinate all domestic and international travel, including flights, hotels, transportation, required visas, travel documentation, and itineraries

• Comfortable in a fast-paced environment with shifting priorities; pivots with ease

• Serve as the primary owner of expense management

• Manage assignments end-to-end, ensuring timely execution and transparent communication throughout the process

• Own a steady volume of personal requests (travel, appointments, reservations, etc.)

• Provide in-office support to visiting members of the executive team or broader leadership (e.g., an executive committee member) even when the CEO is not present

Truth & Partnership

• Success in this role depends on a very close, high-trust working relationship with the Senior Executive Assistant; one built on consistency and reliability rather than close supervision

Education and Qualifications

• Bachelor’s degree, preferred

• 7+ years of experience in a corporate environment supporting senior-level executives, including complex principal travel and personal support

Experience, Skills and Competencies Required

• Highly proactive self-starter who identifies what needs to happen next and acts on it, rather than waiting to be told

• Exceptionally trustworthy and reliable, with the ability to build and sustain high-trust working relationships

• Very strong organizational skills with excellent attention to detail

• Demonstrated discretion handling sensitive business and confidential personal information

• Strong interpersonal skills and the ability to build trust and rapport across all levels

• Excellent written and verbal communication skills

• Sound judgment and the ability to make decisions independently when appropriate

• Ability to prioritize and manage multiple tasks in a fast-paced environment

• Experience coordinating complex calendars and travel logistics for senior executives

• Tech-savvy: proficient in MS Office (Outlook, Excel, Word, PowerPoint), Microsoft Teams, and Zoom

• iPhone required, as firm applications and tools are supported on Apple devices only

• Concur expense management and travel booking experience a plus

• Familiarity with leveraging AI tools to work more efficiently is a plus

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Eastdil Secured Savills (“ESS”) is an equal opportunity employer. All employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. ESS will provide reasonable accommodations to applicants and candidates upon request, consistent with applicable law. Applicants who require an accommodation to participate in the application or interview process should contact [e-mail].

ESS will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.