Administrative Associate

Confidential Administrative Associate (Executive Support) 📍 Palo Alto, CA 🕘 Full-Time | On-site 📂 Exempt | Reports to: Chief of StaffA well-established, privately held real estate investment and services firm headquartered in Palo Alto is seeking a highly professional Administrative Associate to join its Executive Support team. This is a confidential search for a mid-level administrative professional who will work closely with the Chief of Staff, and some other executives in the firm. This role offers the opportunity to contribute to high-impact, executive-level operations in a collaborative and dynamic work environment.

The office is located in a vibrant area near Caltrain with access to local shops and restaurants. About the RoleThis position provides high-level administrative support to senior executives, managing calendars, correspondence, travel, meetings, and confidential materials. You’ll be a key right-hand to the Chief of Staff, supporting internal coordination and special projects involving the executive team. This is a fast-paced role best suited to someone with excellent judgment, discretion, and organizational skills—a proactive professional who thrives in structured, corporate settings. Key ResponsibilitiesManage and maintain executive calendars, coordinate complex scheduling, and prepare meeting agendas and materials.

Handle internal and external communications with professionalism and confidentiality. Draft correspondence, expense reports, and executive summaries with minimal supervision. Coordinate detailed domestic and international travel plans and logistics. Support special projects, including the preparation of presentation materials and research reports. Maintain detailed and organized files, records, and email tracking. Monitor deadlines and ensure follow-up on critical action items. Build and maintain effective working relationships across all levels of the organization. QualificationsBachelor’s degree required. Minimum 3 years of experience in a similar administrative or executive support role. Previous experience in a structured, corporate environment supporting senior leadership is strongly preferred.

Exceptional verbal and written communication skills. Highly organized with the ability to manage multiple priorities and anticipate needs. Tech-savvy, especially with Microsoft Office (Word, Excel, Outlook, PowerPoint). Discreet and trustworthy with confidential information. Compensation & BenefitsCompetitive base salary + Annual performance-based bonusFull benefits package including: Medical, Dental, and Vision (with employer contributions)401(k) with employer matchGenerous Paid Time Off and Paid HolidaysLife and Disability Insurance (including buy-up options)Wellness programs and Employee Assistance ProgramOther voluntary and supplemental plans available