Executive Assistant, Strategic Initiatives

Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. DivcoWest’s real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces.

Summary

We are seeking an Executive Assistant, Strategic Initiatives, to serve as a highly proactive partner to the Chief People Officer. This role combines sophisticated executive support with project management, executive preparation, and operational follow-through across a broad portfolio of priorities. The Executive Assistant will create leverage for the executive by managing complex logistics, maintaining visibility across commitments, preparing decision-ready materials, and ensuring that important work moves from discussion to completion.

This is a hands-on role. Core responsibilities include calendar management, end-to-end travel planning, meeting and offsite coordination, and expense reporting, as well as ownership of project plans, KPI and budget tracking, talent-related workstreams, executive briefings, and process improvement initiatives. The successful candidate will be equally comfortable handling detailed administrative execution and stepping back to identify what matters most, what is at risk, and what needs to happen next.

This role requires 4 days in office at our San Francisco, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

The ideal candidate has exceptional executive function, sound judgment, and a strong instinct for anticipation. This person is strategic, organized, discreet, and relentlessly reliable, with the ability to bring structure to ambiguity, synthesize information quickly, and manage multiple moving workstreams without losing sight of priorities or details.

Responsibilities

Executive Support

• Own and actively manage a complex executive calendar, including scheduling, prioritization and conflict resolution.
• Understand the purpose and relative importance of meetings so calendar decisions reflect business priorities rather than simply accommodating requests in the order received.
• Plan and coordinate domestic travel from end to end, including flights, hotels, ground transportation, reservations, detailed itineraries, meeting agendas, and contingency planning.
• Prepare and submit accurate, timely expense reports; maintain receipts and supporting documentation; and resolve discrepancies or reimbursement issues.
• Coordinate internal and external meetings, working sessions, and offsites, including participant schedules, locations, materials, technology, catering, and follow-up logistics.
• Provide coverage for other Executive Assistant team members during vacations and other absences, as needed.

Executive Readiness & Operating Management

• Provide a concise daily and weekly briefing that highlights upcoming meetings, deadlines, decisions, outstanding commitments, schedule changes, and items requiring executive attention.
• Review the calendar in advance and determine what context, materials, background reading, or stakeholder information is needed for the executive to enter each meeting fully prepared.
• Create meeting briefs, read-aheads, agendas, talking points, decision summaries, and other materials that allow the executive to quickly understand the purpose, history, participants, and desired outcome of a discussion.
• Maintain a reliable system for tracking commitments, decisions, delegated work, follow-ups, and due dates across meetings and workstreams.
• Translate discussions into clear action items, owners, and timelines, and drive follow-through until matters are resolved or formally reprioritized.

Strategic Initiatives & Project Management

• Manage executive-sponsored projects …