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Executive Assistant
Marcus & Millichap
Manage administrative, operational, and logistical tasks for a real estate, finance, or legal team, with additional responsibilities in event coordination, client communication, and basic bookkeeping.
19d ago
$45 - $60
Experienced (8-12 years), Intermediate (4-7 years)
Full Time
Palo Alto, CA
Office Full-Time
Company Size
2,000 Employees
Service Specialisms
Commercial real estate brokerage
Financing
Research services
Advisory services
Sector Specialisms
Multifamily
Retail
Office
Industrial
Special Assets
Commercial Property Auction
Capital Markets & Financing
Loan Sales
Role
What you would be doing
system support
bank management
document processing
client interaction
calendar management
vendor relations
- Coordinate domestic and international travel arrangements.
- Provide basic user support and troubleshooting during system updates or software rollouts.
- Manage corporate bank accounts, perform basic bookkeeping, and prepare expense reports.
- Deliver onboarding and training for new team members, ensuring familiarity with administrative systems, workflows, and procedures.
- Manage special projects as assigned.
- Handle incoming communications and route inquiries appropriately.
- Perform occasional personal and work-related tasks, such as property management, bank deposits, dry cleaning, and vehicle maintenance.
- Complete paperwork for new listing activations, closings, and booking statements.
- Manage calendars, appointments, and meeting logistics, including agendas and itineraries.
- Maintain relationships with vendors and service providers, including coordination of office supplies, inventory, and client gift delivery.
- Support client follow-ups and ensure timely, professional responses.
- Draft, revise, and distribute correspondence, reports, marketing materials, and confidentiality agreements.
- Organize meetings, events, property tours, and client entertainment activities.
- Maintain and manage the team’s client database and filing systems, including data entry, reporting, queries, and organization of electronic and hardcopy records.
- Ensure confidentiality and handle sensitive information with discretion.
What you bring
organizational skills
quickbooks
adobe creative suite
commercial real estate
professional demeanor
reliable
- Exceptional organizational skills, with strong editing, proofreading, and communication abilities.
- Experience with QuickBooks and Adobe Creative Suite is a plus.
- Familiarity with commercial real estate operations is preferred.
- Professional demeanor and polished appearance.
- Reliable, punctual, and proactive with a strong desire to learn and grow.
- Strong problem-solving skills and ability to take initiative.
- Five (5) years of administrative experience, preferably in real estate, finance, or legal sectors.
- Ability to work independently and collaboratively in a fast-paced environment.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Office 365.
- Bachelor’s degree preferred; equivalent experience considered.
Information not given or found
Training + DevelopmentInformation not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearance- yes, marcus & millichap conducts background checks.
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Company
Overview
1971
Year Established
The company was established in this year and grew to become a leading real estate firm.
- Quickly became a leading real estate investment services firm.
- Provides a comprehensive range of services, including property sales, financing, and advisory.
- Serves investors, developers, and institutional clients in the real estate market.
- With offices nationwide, it offers unmatched local market expertise, enabling clients to capitalize on emerging opportunities.
- Known for its sophisticated financial tools, provides tailored solutions for diverse real estate transactions.
- Specializes in multifamily, industrial, retail, office, and commercial properties.
- Regularly handles high-value transactions, including large portfolio deals and major regional developments.
- Earned a reputation for its market intelligence and innovative investment strategies.
- Recognized for its commitment to long-term client relationships, helping clients maximize returns on real estate investments.
- Entrepreneurial spirit
- High standards of performance and integrity
- Collaboration and teamwork
- Commitment to providing best-in-class services
- Continuous innovation
- Excellence in client service
Net-Zero by 2050
Commitment to Carbon Neutrality
Aiming to achieve net-zero emissions, which involves balancing greenhouse gas emissions with carbon emissions removed from the atmosphere.
- Focused on energy-efficient practices
- Reducing carbon footprint
- Prioritize sustainable building practices in real estate investments
- Support for projects with environmental certifications (e.g., LEED)
- Diversity in leadership and talent acquisition
- Promoting a culture of respect, fairness, and opportunity
- Gender balance in recruitment and retention
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