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Executive Assistant
Job
20-20 Foresight Executive Search
Costa Mesa, CA (In Person)
$112,500 Salary, Full-Time
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Job Description
Company Our client is a well-established real estate investment and development firm with a strong track record of success across both commercial and residential sectors. Based in Southern California, the firm focuses on the acquisition, development, leasing, and management of a broad range of property types. Its portfolio includes retail centers, office and medical spaces, industrial facilities, multifamily housing, and large-scale commercial assets across multiple regional markets. The company takes a strategic approach to site selection and asset management, emphasizing quality, efficiency, and tenant satisfaction. It is known for fostering strong relationships with partners and occupants, delivering responsive service, and creating environments that support business success. Position The Executive Assistant will provide dedicated, high-level support to the COO, serving as a trusted partner in managing priorities, communications, and day-to-day operations. This role goes beyond traditional administrative duties, acting as a central point of coordination across initiatives, stakeholders, and internal workflows. Key responsibilities include managing a complex and ever-changing calendar, coordinating meetings and travel, and preparing materials for executive-level discussions. The Executive Assistant will also help track projects, facilitate communication across teams, and ensure timely follow-up on key deliverables. This position also involves identifying opportunities to improve efficiency through the use of technology and automation tools, as well as overseeing external support resources when needed. In addition to business-related responsibilities, the role may include handling occasional personal administrative tasks for the COO. The ideal candidate is highly organized, proactive, and discreet, with strong judgment and the ability to anticipate needs. Success in this role requires comfort operating independently in a fast-paced environment while maintaining a high level of professionalism and attention to detail. Responsibilities Oversee the COO's schedule, managing a high volume of meetings with internal teams, investors, partners, and other external contacts. Coordinate all aspects of travel planning, including complex itineraries, site visits, and detailed logistics. Develop meeting materials such as agendas, presentations, and briefing documents to support key conversations and updates. Compose and refine emails, communications, and documents on behalf of the COO, ensuring clarity and professionalism. Monitor project timelines, action items, and deliverables, helping drive accountability and follow-through across teams. Act as a key liaison between the COO and a range of stakeholders, including investors, business partners, and community representatives. Contribute to the preparation of reports, board-level materials, and documentation tied to strategic efforts. Manage and direct tasks for external support resources, including a virtual assistant, to ensure priorities are executed effectively. Maintain organized digital systems for documents, notes, and reference materials to support easy retrieval and ongoing use. Provide support with select personal administrative responsibilities as they relate to the COO's broader schedule and commitments. Qualifications 5+ years supporting a senior executive (COO, founder, or equivalent) in a high-velocity, high-expectation environment. Demonstrated mastery of complex calendar and email management across time zones and shifting priorities. Strong proficiency with cloud-based tools (Google Workspace or Microsoft), shared drives, digital task/project systems, and communication platforms. Excellent written and verbal communication skills; ability to draft in the COO's tone and style. Proven ability to handle sensitive information with discretion and sound judgment. Experience in real estate, private equity, family office, or professional services is a plus. Personal Skills & Attributes Highly organized, detail-oriented, and energized by bringing order to complexity. Proactive, anticipatory, and able to identify priorities; confident enough to respectfully push back when needed. Relationship-oriented, empathetic, and able to communicate effectively with stakeholders ranging from job-site staff to investors and civic leaders. Comfortable working in a fast-paced environment with dynamic priorities. Growth-minded, curious, and excited about new technologies. Positive, ownership-minded attitude aligned with a culture of accountability and mission-driven work.