Administrative Assistant

Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world’s most dynamic transactions.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This position is a full-time, in-person, role in our San Francisco office. An Administrative Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Assists Eastdil Secured San Francisco office and Office Manager with administrative duties as necessary and ensure that office is operating smoothly
• Maintain conference room calendars
• Schedule appointments, video calls and managing logistics for meetings
• Liaise with various teams: Administrative, Office Coordinators, Facilities, Production, Technology
• Help manage office shipments and mail (sending, receiving, distributing)
• Prepare for and greet clients, visitors, and vendors on arrival/provide refreshments as necessary
• Manage office supply and snack inventory and place weekly orders
• Maintain office equipment and supplies
• Perform facilities and tech related duties and help resolve any issues
• Track corporate card charges and process monthly expense reports for multiple team members
• New hire onboarding (set up desks, phones, computers, and I-9 processing)
• Assist with office meal orders and planning of other meetings as requested
• Assist with internal and external event coordination as necessary
• Perform ad-hoc personal tasks/errands for Office Manager and executives Some off-hour availability (overtime) required

Education and Qualifications

• Bachelor’s Degree, preferred
• 1-2+ years of experience in a corporate environment working as Administrative Assistant or other relevant work experience

Experience, Skills and Competencies Required

• Positive and professional attitude with the ability to self-motivate
• High degree of energy and careful attention to detail and accuracy
• Handle confidential information with diplomacy and discretion
• Excellent organizational and time-management skills, with the ability to prioritize workload, multitask and work under pressure to meet deadlines in a fast-paced work environment
• Strong sense of initiative and a process-improvement mindset.
• Experience coordinating complex calendars & managing expenses for multiple team members
• Concur expense management and travel booking experience a plus
• Ability to safely perform physical duties as part of hands-on operational support, including preparing the patio space for events, lifting, carrying, and moving outdoor furniture, covering and maintaining furnishings, and assisting with the unloading, stocking and organization of supplies and beverages
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom
• iPhone required, as firm applications and tools are supported on Apple devices only

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Eastdil Secured (“ES”) is an equal opportunity employer. All employment decisions are made without regard to any characteristic protected by applicable federal, state, or local law. ES will provide reasonable accommodations to applicants and candidates upon request, consistent with applicable law. Applicants who require an accommodation to participate in the application or interview process should contact Careers@eastdilsecured.com.  

ES will not sponsor visas for these positions and will not hire individuals whose work eligibility is based on, for example, F-1 or other student visa status. In addition, not only must candidates be able to work in the United States without sponsorship when hired, they must maintain the ability to work in the U.S. without sponsorship throughout their employment.