Executive Assistant at Marcus & Millichap

Palo Alto, California, United States

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$93,600 – $124,800Compensation

Junior (1 to 2 years), Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Real EstateIndustries

Requirements

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

Responsibilities

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

Skills

Key technologies and capabilities for this role

Calendar ManagementTravel CoordinationMeeting OrganizationDocument DraftingCommunication HandlingClient Database ManagementData EntryBookkeepingExpense ReportingVendor ManagementOnboardingTraining DeliveryTroubleshooting

Questions & Answers

Common questions about this position

What is the compensation for this Executive Assistant role?

The anticipated compensation range for candidates working in Palo Alto, CA is $45-60 hourly. The final offer depends on factors like experience, education, and industry background, and may vary for other states.

Is this Executive Assistant position remote or office-based?

This information is not specified in the job description.

What skills are required for the Executive Assistant position?

Required skills include five years of administrative experience (preferably in real estate, finance, or legal), advanced proficiency in Microsoft Office Suite and Office 365, exceptional organizational skills, strong problem-solving, and the ability to work independently in a fast-paced environment.

What is the work environment like at Marcus & Millichap for this role?

The role involves working independently and collaboratively in a fast-paced environment, managing tasks like calendars, travel, client databases, and special projects with a professional demeanor.

What makes a strong candidate for this Executive Assistant job?

Strong candidates have 5+ years of administrative experience in real estate, finance, or legal, advanced Microsoft Office proficiency, exceptional organizational and communication skills, problem-solving initiative, and a Bachelor’s degree preferred.

Marcus & Millichap

Commercial real estate brokerage and advisory services

About Marcus & Millichap

Marcus & Millichap specializes in commercial real estate investment sales, financing, research, and advisory services across the United States and Canada. The firm operates with a team of 2,000 professionals in 80 offices, serving clients such as real estate investors, property owners, and developers. They assist clients in buying, selling, and financing various types of commercial properties, including multifamily housing, retail, office, industrial, and hospitality. The company earns revenue primarily through commissions on property sales and financing arrangements, as well as fees for their research and advisory services. What sets Marcus & Millichap apart from competitors is their focus on specialization, commitment to client results, and the integration of research and technology to enhance their services. Their goal is to provide tailored solutions that lead to successful outcomes for their clients in the commercial real estate market.

Calabasas, CaliforniaHeadquarters

1971Year Founded

$28.1MTotal Funding

IPOCompany Stage

Consulting, Real EstateIndustries

1,001-5,000Employees