Senior Administrative Assistant

Vaco by Highspring; Irvine (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

Vaco by Highspring is looking for a Senior Administrative Assistant in Irvine, California. This role involves managing daily office operations and providing high-level administrative support to leadership. The successful candidate will demonstrate strong organizational skills, multitasking abilities, and proficiency in Microsoft Office.

The position is ideal for individuals with over 5 years of experience in an administrative capacity, preferably in real estate. Candidates should be self-starters who can work independently while interacting effectively with multiple stakeholders.

Qualifications

• 5+ years of administrative experience, ideally within real estate or a similar environment.
• Ability to support multiple stakeholders and manage changing priorities.
• Strong, professional communication skills and a polished presence.

Responsibilities

• Manage day-to-day office operations and provide administrative support.
• Support leadership with calendar management and meeting coordination.
• Act as the main point of contact for agents, clients, and vendors.
• Assist with transaction coordination and compliance.
• Support accounting functions including invoice processing and expense tracking.

Skills

Organizational skills

Multitasking

Knowledge of real estate transactions

Microsoft Office proficiency

Communication skills

Attention to detail

Job description

About the Role

Our client, a well-established real estate firm, is seeking a Senior Administrative Assistant to support daily office operations and leadership. This is a high-visibility role where you’ll be the go-to person keeping everything organized, on track, and running smoothly. They need someone who can operate with a strong sense of urgency, manage multiple priorities, and work independently without a lot of hand‑holding.

Key Responsibilities

• Manage day‑to‑day office operations and provide high‑level administrative support
• Support leadership with calendar management, meeting coordination, and follow‑ups
• Act as the main point of contact for agents, clients, and vendors
• Assist with transaction coordination (tracking listings, escrows, closings, and documentation)
• Maintain accurate records and ensure compliance with internal processes and real‑estate regulations
• Support accounting functions including invoice processing, expense tracking, and commissions
• Coordinate with vendors and manage office supplies, equipment, and overall office upkeep
• Prepare reports, presentations, and internal communications
• Assist with marketing support for agents, including coordinating materials and deadlines
• Plan and coordinate office meetings, events, and trainings
• Jump in on special projects and help improve processes where needed

Qualifications

• 5+ years of administrative experience, ideally within real estate, property management, or a similar environment
• Strong organizational skills and ability to multitask in a fast‑paced setting
• Experience supporting multiple stakeholders and shifting priorities
• Knowledge of real estate transactions or compliance is a big plus
• Proficient in Microsoft Office (Excel, Word, Outlook)
• Strong communication skills and a polished, professional presence
• High attention to detail and ability to handle confidential information
• Self‑starter with the ability to work independently and take ownership

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals and do not discriminate against any employee or applicant for employment because of race, color, sex, religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Pay Transparency Notice

• The individual's skill sets, experience and training;
• Licensure and certification requirements;
• Office location and other geographic considerations;
• Other business and organizational needs.

As required by local law, Vaco by Highspring believes that the salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company’s retirement plan (or similar retirement benefits).