Executive Assistant

Eastdil Secured 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, 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 position is a full-time, in-person, role in our San Francisco, CA office. An Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team and office .   Teamwork is integral to this  role  and the ability to work well with all levels of internal team members as well as outside clients and vendors is  required . Essential Functions

• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars
• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Acts as a “barometer”: having a sense for the issues taking place in the environment and keeping the team updated as needed
• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
• Own “Gateway” role: communicating with broader team constantly to increase efficiency
• Establish and implement team scheduling best practices by  leveraging  ES software and applications
• Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures
• Assist  in editing, formatting, and printing presentations and documents using Power Point, Word,  Excel  and PDF
• Completes personal requests as needed (personal travel, errands, etc.)
• Successfully completes all aspects of deliverables with a proactive, hands-on, solutions-oriented approach
• Provide occasional back-up support to other Executive Assistants, including supporting the transaction process, and collaborate with support teams across multiple offices Deal Administration
• Provide executive deal administrative support as needed to transaction professionals and deal team
• Support transaction and deal team by managing and organizing internal  database ,  assisting  with deal marketing process, ensuring  timely  distribution of marketing materials, performing data reporting using Eastdil Secured proprietary applications, and coordinating with internal and external counsel as needed
• Proactively manage end-to-end deal administration  process , including coordinating closing dinners, arranging event related items such promotional materials, wine distribution, etc. Event Management
• Lead the planning and execution process for internal & external events on behalf of the team and  supporting  other events as needed (closing dinners, small happy hours, golf outings, etc.) that require both short-term & long-term planning and strong project management skills
• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
• Proactively  submit  Gift & Entertainment approvals according to policy
• Act as onsite coordinator day- of  to ensure seamless event delivery
• Some travel may be  required Education and

Qualifications

• Bachelor’s Degree, preferred
• 5+ years of experience in a corporate environment working with senior-level executives Experience, Skills and Competencies Required
• Very strong  organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships across the broader team and the firm
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to exercise discretion, be adaptable to various competing demands, and  demonstrate  the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Experience coordinating complex calendars & managing expenses for multiple team members
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom
• Apple device  required  for remote connectivity
• Concur expense management and travel booking experience 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 (“ES”) is an equal opportunity employer. All employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. ES 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  [email protected] . ES 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.