Executive Assistant

Located in Long Beach, CA

Salary: $24 - $27 per hour

We are seeking a highly organized, proactive, and detail-oriented Part-Time Executive Assistant (30 hours weekly) for our client in Seal Beach to provide administrative and operational support to an executive in the real estate and/or property management industry. This position is ideal for someone who thrives in a fast-paced environment, can manage multiple priorities with minimal supervision, and enjoys being a trusted partner to an executive. Previous experience in real estate, property management, construction, development, or a related industry is highly preferred. 

 

The successful candidate will be professional, resourceful, discreet, and comfortable interacting with clients, vendors, tenants, contractors, staff, and other business contacts.

Key Responsibilities

Executive Support & Calendar Management

• Manage the executive's calendar, appointments, meetings, and commitments.
• Coordinate scheduling across multiple parties and resolve calendar conflicts.
• Arrange domestic and/or international travel, including transportation, accommodations, and detailed itineraries.
• Help the executive prioritize appointments, deadlines, and competing demands.
• Anticipate scheduling needs and proactively address potential conflicts.

Meeting & Communication Support

• Coordinate meetings, prepare agendas, and organize meeting materials.
• Attend meetings as needed, take notes, document action items, and track follow-ups.
• Handle phone calls, emails, correspondence, and other communications professionally.
• Draft, format, and proofread business correspondence and communications.
• Maintain a high level of confidentiality when handling sensitive business, financial, personnel, client, and property information.

Administrative & Business Support

• Prepare documents, reports, spreadsheets, presentations, and other business materials.
• Maintain accurate records, files, databases, and administrative systems.
• Organize digital and physical files and ensure important information is easily accessible.
• Assist with expense tracking, invoices, documentation, and other administrative processes.
• Monitor deadlines, follow-ups, projects, and important action items.
• Assist with office organization and day-to-day administrative needs.

Real Estate & Property Management Support

• Coordinate communication with clients, property owners, tenants, vendors, contractors, staff, and other business contacts.
• Assist with property-related scheduling, appointments, inspections, maintenance coordination, and vendor communications as needed.
• Maintain and organize property, client, vendor, and transaction-related records.
• Assist with real estate and property-management projects and administrative tasks.
• Coordinate meetings, events, property-related activities, and other special projects.
• Provide general operational support to help keep the business running efficiently.

Executive & Operational Support

• Serve as a reliable point of coordination between the executive and internal/external contacts.
• Track projects and ensure outstanding items receive appropriate follow-up.
• Research information and assist with special projects as requested.
• Identify opportunities to improve administrative processes and organization.
• Handle unexpected requests and shifting priorities with professionalism and good judgment.
• Provide day-to-day administrative and operational support to the executive.

Qualifications

Required

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, Operations Assistant, or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines independently.
• Strong professional judgment and discretion when handling confidential information.
• Proficiency with Microsoft Office and/or Google Workspace.
• Comfortable working with calendars, email, spreadsheets, video conferencing, and digital file-management systems.
• Ability to communicate professionally with executives, clients, vendors, contractors, and other business contacts.
• Reliable, responsive, proactive, and self-directed work style.

Highly Preferred

• Experience in real estate, property management, commercial real estate, residential real estate, construction, development, or a related industry.
• Familiarity with property-management or real-estate software.
• Experience coordinating vendors, contractors, property inspections, maintenance, or tenant/client communications.
• Experience supporting a business owner, real estate investor, property manager, broker, developer, or senior executive.
• Familiarity with project-management and task-management platforms.

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