Executive Assistant, Strategic Initiatives

Founded in 1993 by Stuart Shiff DivcoWest aDivCoreCapital 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. Sinceinception DivcoWest and its predecessor haveacquiredapproximately66.2million square feetof commercial space - primarily throughout the United estate portfolio currently includes existing and development properties in the office R&D lab industrial digital retail and multifamily spaces.

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.

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.

• 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.

• 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.

• 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.

• 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 executives ability to quickly understand the status of important work.

• 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.

• 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.

• 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.

• 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

• $120000 - $130000
• 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 persons 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 theSan 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: 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.