California People Search, Inc. is hiring: Administrative Assistant in Palo Alto

Overview

A growing real estate investment and services firm is seeking a polished Administrative Associate to join their Executive Support team. This role supports senior executives, including the COO-equivalent and CFO-level leadership, and operates under the direction of the Chief of Staff. The position demands discretion, professionalism, and proven experience working in structured, corporate environments.

Base pay range

$75,000.00/yr - $95,000.00/yr

Location

Palo Alto, CA (On-site) 8:00am - 5:00pm Monday to Friday

Job Type

Full-Time, Exempt (75K-95K + Performance-Based Incentive of 10%)

Key Responsibilities

Administrative Support

• Proactively manage complex calendars, agendas, materials, and deadlines for executive-level meetings.
• Schedule off-site and on-site executive, board, and client meetings, including logistics and refreshments.
• Act as a liaison with internal and external stakeholders on behalf of senior leadership.
• Draft and manage confidential correspondence and communications with discretion.
• Arrange and manage detailed travel plans, itineraries, and necessary documentation.
• Maintain accurate and organized records, contacts, and files.
• Process financial requests, including expense reporting.
• Uphold strict confidentiality in all executive-related matters.

Special Projects & Coordination

• Assist in developing presentations, manuals, reports, and ad hoc documentation.
• Learn company operations to provide informed and impactful support.
• Perform research and analysis for special initiatives as needed.

Qualifications

• Education: Bachelor's degree required.
• Experience: Minimum of 3 years in high-level administrative or executive support within structured, corporate environments.
• Skills:
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Visio).
  • Exceptional communication (written and verbal), organizational, and detail-oriented skills.
  • Demonstrated discretion and ability to handle confidential information.
  • Initiative, adaptability, strong decision-making, and relationship-building capabilities.
• Compensation: Competitive base salary with an annual, performance-based incentive.
• Benefits: Comprehensive package including PTO, holidays, sick leave, 401(k) with employer match, medical (HSA/HDHP options), dental, vision, FSAs, life and disability insurance, wellness programs, employee assistance, with potential additional perks such as tuition assistance, referral bonuses, or car allowance depending on role specifics.
• Seniority: Associate
• Employment type: Full-time