Executive Assistant

The Executive Assistant is responsible for managing a broad range of administrative, operational, and logistical tasks that support business functions and ensure the smooth execution of day-to-day activities. This position involves coordinating internal workflows, facilitating external communications, and supporting special projects.

The anticipated compensation range for candidates who will work in Palo Alto, CA is $40-60 hourly. The final compensation offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc.  Marcus & Millichap is a multi-state employer, and this salary range may not reflect positions that work in other states.  

Job Requirement

•  Manage calendars, appointments, and meeting logistics, including agendas and itineraries.
• Coordinate domestic and international travel arrangements.
• Organize meetings, events, property tours, and client entertainment activities.
• Draft, revise, and distribute correspondence, reports, marketing materials, and confidentiality agreements.
• Handle incoming communications and route inquiries appropriately.
• Support client follow-ups and ensure timely, professional responses.
• Maintain and manage the team’s client database and filing systems, including data entry, reporting, queries, and organization of electronic and hardcopy records.
• Complete paperwork for new listing activations, closings, and booking statements.
• Manage corporate bank accounts, perform basic bookkeeping, and prepare expense reports.
• Maintain relationships with vendors and service providers, including coordination of office supplies, inventory, and client gift delivery.
• Deliver onboarding and training for new team members, ensuring familiarity with administrative systems, workflows, and procedures.
• Provide basic user support and troubleshooting during system updates or software rollouts.
• Manage special projects as assigned.
• Perform occasional personal and work-related tasks, such as property management, bank deposits, dry cleaning, and vehicle maintenance.
• Ensure confidentiality and handle sensitive information with discretion.

May perform other duties as assigned.

Duties will include:

• Five (5) years of administrative experience, preferably in real estate, finance, or legal sectors.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Office 365.
• Exceptional organizational skills, with strong editing, proofreading, and communication abilities.
• Strong problem-solving skills and ability to take initiative.
• Professional demeanor and polished appearance.
• Reliable, punctual, and proactive with a strong desire to learn and grow.
• Ability to work independently and collaboratively in a fast-paced environment.
• Bachelor’s degree preferred; equivalent experience considered.
• Experience with QuickBooks and Adobe Creative Suite is a plus.
• Familiarity with commercial real estate operations is preferred.

Marcus & Millichap provides equal employment opportunities to all employees and applicants for employment without discrimination with regard to race, religious belief (including dress or grooming practices), color, sex, sex stereotype, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin, ancestry, sexual orientation, gender identification and expression, transgender status, physical or mental disability, medical condition, genetic characteristics, genetic information, family care, marital status, enrollment in any public assistance program, status as military, a veteran or qualified disabled veteran, status as an unpaid intern or volunteer, or any other classification protected by law. We also prohibit discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. In addition to federal law requirements, Marcus & Millichap complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.