Senior Executive Assistant to COO & MD (SF Onsite)

DivcoWest; San Francisco (CA); On-site; USD 110,000 - 120,000; Full time

Benefits offered by this job

Annual bonus opportunity

Full benefits

Flexible vacation policy

Weekly lunch stipend

Job summary

Divco West seeks a proactive Executive Assistant to join our Administration team in San Francisco. You will support the Chief Operating Officer and Managing Director of Investments & Capital Markets, and provide coverage for other Administrative Assistants during peak workloads and absences.

The ideal candidate is organized, adaptable, and able to balance high-priority executive support with flexible collaboration across the team. Five days in the office are required.

Qualifications

• 3-5 years of experience in administrative, executive support, or office coordination roles
• Prior experience supporting senior leadership is a plus
• Excellent written and verbal communication skills
• Demonstrated ability to manage multiple priorities and adapt quickly
• High degree of professionalism, discretion, and sound judgment with confidential information
• Bachelor's degree preferred, or equivalent professional experience

Responsibilities

• Manage the COOs calendar, proactively resolving scheduling conflicts and prioritizing time based on business needs
• Coordinate domestic travel arrangements, including itineraries, accommodations, and expense reporting
• Prepare, format, and proofread correspondence, presentations, board materials, and internal communications for the COO
• Coordinate meetings and events for the COO, including agendas, materials, room bookings, catering, and virtual setup
• Serve as a trusted point of contact for internal and external stakeholders with confidential information
• Process expense reports and invoices in a timely and accurate manner
• Manage calendar for the Managing Director and coordinate complex travel arrangements (domestic & international)
• Prepare, format, and proofread communications for the Managing Director
• Coordinate meetings and events led by the Managing Director
• Process expenses and invoices for the Managing Director
• Provide flexible, on-demand coverage for other Administrative Assistants and Executives
• Learn and adapt to varied preferences/workflows across executives
• Maintain organized filing systems (physical and digital)
• Share best practices to improve Administration processes

Skills

Administrative experience

Executive support

Office coordination

Microsoft Office

Google Workspace

Communication

Discretion

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Job description

Divco West seeks a proactive Executive Assistant to join our Administration team in San Francisco. You will support the Chief Operating Officer and Managing Director of Investments & Capital Markets, and provide coverage for other Administrative Assistants during peak workloads and absences.

The ideal candidate is organized, adaptable, and able to balance high-priority executive support with flexible collaboration across the team. Five days in the office are required.