Executive Assistant, Strategic Initiatives
DivcoWestSan Francisco, California, United States · Posted 18 days agoDescription
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. DivcoWest’s real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces.
Summary
We are seeking an Executive Assistant, Strategic Initiatives, to serve as a highly proactive partner to the Chief People Officer. This role combines sophisticated executive support with project management and operational follow-through across a broad portfolio of priorities. The Executive Assistant will create leverage for the CPO by managing complex logistics, creating visibility across commitments, organizing initiatives, and ensuring that important work moves from discussion to completion.
This is a hands-on role. Core responsibilities include calendar management, end-to-end travel planning, and meeting coordination, as well as ownership of project plans, trackers, executive briefings, and process improvement initiatives. The successful candidate will be equally comfortable handling detailed administrative execution and stepping back to identify what matters most, what is at risk, and what needs to happen next.
This role requires 4 days in office at our San Francisco, CA location and is not eligible for immigration support or sponsorship, now or in the future.
The ideal candidate brings exceptional executive functioning, strong strategic judgment, and a natural ability to anticipate needs, identify priorities, and stay several steps ahead. This person brings structure to ambiguity, synthesizes information quickly, and manages multiple moving workstreams without losing sight of priorities or details.
Responsibilities
Executive Support
- Own and manage a complex executive calendar, including scheduling, prioritization and conflict
- Understand the purpose and importance of meetings so calendar decisions reflect business priorities.
- Plan and coordinate domestic travel, including flights, hotels, ground transportation, reservations, itineraries, and contingency planning.
- Coordinate internal and external meetings, including scheduling, locations, materials, technology, catering, and follow-up logistics, as needed.
- Prepare and submit accurate, timely expense reports; efficiently resolve reimbursement issues.
- Provide coverage for other Executive Assistant team members during vacations or other absences.
Executive Readiness
- Provide daily and weekly briefings on upcoming meetings, deadlines, decisions, and any other items needing attention.
- Review the calendar in advance and determine what materials are needed for the executive to be fully prepared.
- Create meeting agendas, talking points, decision summaries, and other materials that allow the executive to quickly understand the purpose, history, participants, and desired outcome of a
- Maintain a reliable system for tracking commitments, decisions, delegated work, follow-ups, and due dates across meetings and workstreams.
- Translate discussions into clear action items, owners, and timelines, and drive follow-through.
Project Management
- Manage executive-sponsored projects from inception to completion, creating workplans, trackers, and status updates.
- Coordinate and maintain visibility across key priorities, including KPIs, talent assessments, and strategic offsites.
- Partner with project owners and stakeholders to clarify deliverables, set timelines, and keep work moving.
- Support annual and quarterly planning, including organizing inputs, documenting decisions, tracking commitments, and preparing progress updates.
- Take ownership of additional relevant projects, flexing between project leadership, coordination, analysis, and execution.
Executive Materials
- Produce executive-ready presentations, reports, memos, dashboards, meeting documents, talking points, and communications with accuracy and polish.
- Gather, organize, and synthesize information from multiple sources into concise, decision-useful summaries, distinguishing facts, open questions, risks, and recommended next steps.
- Maintain project reporting tool, ensure information is current, and follow up with owners when updates are missing or incomplete.
- Develop templates and reports that improve consistency, transparency, and the executive's ability to quickly understand the status of important work.
Process Improvement
- Identify opportunities to simplify administrative and operational processes, reduce manual work, improve handoffs, and create clear ownership across recurring workflows.
- Document and maintain processes, checklists, templates, and playbooks that support consistent execution and continuity.
- Evaluate, coordinate, and implement new tools, technology platforms and AI-enabled solutions that improve productivity or organizational effectiveness.
- Manage platform implementation, including requirements gathering, stakeholder coordination, issue resolution, and adoption follow-through.
Relationship Management
- Build strong working relationships across the organization and adapt communication, follow-up, and escalation to the situation.
- Handle sensitive business and organizational information with exceptional discretion and care.
- Represent the Chief People Officer with professionalism and good judgment, while understanding when to act independently, when to consult, and when to escalate.
Qualifications
- 7-9 years of experience in executive support, project/program management, operations, or a related role.
- Demonstrated experience supporting a senior executive in a fast-paced, high-accountability environment, with ownership of calendaring, travel planning, meeting preparation, and expense management.
- Exceptional project management and organizational capability, including management of multiple workstreams, deadlines, stakeholders, and details.
- Strong executive-function skills: anticipation, prioritization, sequencing, and follow-through
- Excellent written communication; experience creating polished presentations, reports, briefing materials, and executive summaries.
- Ability to synthesize incomplete or complex information and develop practical recommendations.
- High degree of discretion and professionalism when handling confidential, sensitive, or high-stakes information.
- Advanced proficiency with Microsoft 365 suite; passion for new technology and productivity tools.
- Ability to work in the San Francisco office 4 days a week and provide occasional support outside standard business hours when travel, time zones, or urgent priorities require it.
The person in this position must be able to:
- Remain in a stationary position 75% of the time working on a computer and attending in-person or virtual meetings.
- Occasionally move about the office to access meeting rooms and other work
- Travel occasionally for company meetings, offsites, or other business
Compensation
- $120,000 - $130,000
- Annual bonus opportunity
- Full benefits
- 401k match
- Flexible vacation policy
- Weekly lunch stipend
Divco West Services, LLC ("Company") complies with all applicable U.S. immigration laws and regulations. The Company does not provide employer support or sponsorship for any immigration-related employment benefit for this role. Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future. This includes having the legal right to work in the United States without the need for the Company support or sponsorship for any immigration-related employment authorization (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, etc.) now or in the future.
Divco West Services, LLC, an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/
This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.
Similar jobs
Est. 62,400 USD
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washingto…
Est. 85,000 USD
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washingto…
Est. 110,000 USD
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washingto…
Est. 62,500 USD
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washingto…
Est. 105,000 USD
Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washingto…
Est. 147,500 USD
Executive Assistant – Global Strategic Planning & Office of the CEO (oCEO) Dalio Family Office Dalio Family Office Overview: The Dalio Family Office (DFO) supports Barbara and Ray Dalio and their family in their vent…
Est. 67,500 USD
Company Overview ClearView Healthcare Partners is a premier life sciences strategy consulting firm headquartered in Boston, with offices in San Francisco, New York City, London, Zurich and Gurgaon. Serving clients in the…
Est. 237,500 USD
Senior Executive Project Manager Dalio Family Office Dalio Family Office : The Dalio Family Office (DFO) supports Barbara and Ray Dalio and their family in their ventures, investments, and philanthropic efforts under Dal…
Est. 55,000 USD
itD is seeking an Executive Assistant to provide high-level administrative and operational support to leadership by managing schedules, coordinating meetings, organizing communications, and ensuring day-to-day business a…
Est. 107,500 USD
We offer a hybrid work environment. Most US-based positions can also be performed remotely (any exceptions will be noted in the Minimum Qualifications below.)Our Mission: To actively connect people to their next great op…
Est. 85,000 USD
Workstream is a mission-driven company building the all-in-one HR, payroll, and hiring platform for managing the hourly workforce. There are 2.7 billion hourly workers, making up 80% of the global workforce, but this mar…
Est. 85,000 USD
Harbor is a PE-backed, global professional services firm of ~1,000 strategists, technologists, and operational specialists. We partner with leading law firms, corporations, and law departments to deliver high-impact stra…
Est. 35,000 USD
Are you looking for an opportunity to define your future in the commercial real estate industry based on your own unique skills and experience? The Senior Administrative Assistant plays a crucial role in supporting execu…
Est. 114,000 USD
About Pantheon Pantheon WebOps Platform powers the open web, running more than 300,000 sites in the cloud for customers including Google, Princeton, Salesloft and Doctors Without Borders. Every day, thousands of develope…
Est. 132,500 USD
Flagship Pioneering is a bioplatform innovation company that invents and builds platform companies that change the world. We bring together the greatest scientific minds with entrepreneurial company builders and assemble…
Est. 148,000 USD
The Company You’ll Join Carta is the connected platform and AI-native ecosystem for private capital. Built to replace fragmented tools with a single system of record, Carta brings together the software, services, and leg…
Est. 134,850 USD
We’re looking for an exceptional Executive Assistant to support two senior leaders at the center of one of our company’s highest-growth and most strategic areas: Specialty Travel & Events. The SVP of Product, Special…
Est. 44,980 USD
Inovalon was founded in 1998 on the belief that technology, and data specifically, would empower the transformation of the entire healthcare ecosystem for the better, improving both outcomes and economics. At Inovalon, w…
Est. 90,000 USD
Durst Profile: Since 1915, The Durst Organization has been a family-run business dedicated to the principles of innovation, integrity, community, and sustainability. We develop, build, own, and manage premier office towe…
Banyan Software is the best permanent home for software businesses that serve specialized industries, their employees, and their customers. We are on a mission to acquire, build, and grow great companies worldwide, helpi…
Est. 112,739 USD
At Vast, our mission is to contribute to a future where billions of people are living and thriving in space. Vast is developing next-generation space stations to ensure a continuous human presence in space for America an…
Est. 130,000 USD
We're looking for a Communications Specialist with a uniquely hybrid role combining media relations support, executive thought leadership program development, project management, and communications operations for the mar…
Est. 162,500 USD
About the Company We are a renewable energy and ocean technology company committed to rapidly developing and deploying technologies that will ensure a sustainable future for Earth by unlocking the vast energy potential o…
Est. 80,000 USD
Company Overview ClearView Healthcare Partners is a premier life sciences strategy consulting firm headquartered in Boston, with offices in San Francisco, New York City, London, Zurich and Gurgaon. Serving clients in the…
Est. 157,000 USD
Founded in Silicon Valley in 2009 by Marc Andreessen and Ben Horowitz, Andreessen Horowitz (aka a16z) is a venture capital firm that backs bold entrepreneurs building the future through technology. We are stage agnostic.…
Est. 55,000 GBP
Dataiku is the Platform for AI Success, the enterprise orchestration layer for building, deploying, and governing AI. In a single environment, teams design and operate analytics, machine learning, and AI agents with the…
Est. 129,725 USD
Divergent is building the new industrial age. Every day, our teams design, manufacture, and assemble advanced systems for some of the world’s most demanding industries. Our integrated engineering and manufacturing platfo…
Est. 105,000 USD
Opportunity Brunswick Group is looking for a highly organized and proactive individual to join our San Francisco office as an Executive Assistant. In this role, you will provide a premium level of administrative and busi…
Est. 250,000 USD
Attain Talent is seeking a Chief Operating Officer with executive responsibility for defining, refining, and overseeing critical global financial and operational processes. These include order-to-cash, procure-to-pay, cu…
Est. 152,500 USD
About the Position: Executive Assistant to C-SuiteThe Executive Assistant to the C-Suite is a trusted strategic partner who helps leadership operate at maximum effectiveness. This role goes beyond traditional administrat…