Executive Assistant

Executive Assistant – Healthcare & Commercial Real Estate

TOCA Health & SGD Real Estate Services
Woodland Hills, CA | Full-Time | On-Site

About the Role

TOCA Health and SGD Real Estate Services are seeking a highly organized, professional, and proactive Executive Assistant to support executive leadership and assist with the day-to-day administrative needs of two affiliated businesses.

This position will provide support across both TOCA Health and SGD Real Estate Services, with responsibilities and priorities varying based on the operational needs of each business.

This is a hands-on position requiring someone who is comfortable managing detailed administrative work, communicating professionally with employees, tenants, vendors, and other business contacts, and independently following matters through to resolution.

The ideal candidate is dependable, highly organized, an excellent communicator, and someone who takes ownership of assignments without requiring constant supervision.

TOCA Health Responsibilities

The TOCA Health portion of the position will focus primarily on human resources administration, payroll support, employee records, and general office administration.

Responsibilities include:

• Review employee timecards for completeness and accuracy prior to payroll processing.
• Assist with the review and preparation of payroll information.
• Identify missing punches, timekeeping discrepancies, overtime issues, PTO entries, and other payroll-related matters requiring follow-up.
• Communicate with employees and managers regarding timecard corrections and payroll-related questions.
• Maintain organized and accurate employee personnel files.
• Maintain employee records, including onboarding documentation, acknowledgments, evaluations, corrective documentation, PTO records, and other employment-related materials.
• Assist with new-hire onboarding and employee separation documentation.
• Assist with maintaining employee attendance, tardiness, PTO, and leave records.
• Assist with interview scheduling and candidate communications.
• Prepare, organize, and distribute routine HR correspondence, forms, policies, and employee communications.
• Maintain confidentiality of employee, payroll, compensation, and other sensitive personnel information.
• Assist with HR-related projects and administrative assignments as directed by executive leadership.
• Open, sort, and distribute incoming mail.
• Maintain organized electronic and physical filing systems.
• Scan, copy, file, and organize company records and documents.
• Order and maintain office supplies and other necessary office materials.
• Coordinate routine office administrative needs.
• Assist with scheduling meetings, preparing documents, and maintaining calendars as needed.
• Assist with company events, meetings, employee communications, and other internal administrative matters.
• Complete individual administrative and operational projects assigned by executive leadership.
• Provide general administrative support to ensure the office operates efficiently.

SGD Real Estate Services Responsibilities

The SGD Real Estate Services portion of the position will focus on tenant and vendor communication, property administration, maintenance coordination, lease administration, and accounts payable.

Strong written and verbal communication skills are essential for this portion of the role.

Responsibilities include:

• Serve as a primary administrative point of contact for commercial tenants and property vendors.
• Communicate professionally with tenants by telephone and email regarding property, maintenance, lease, and premises-related matters.
• Receive tenant maintenance requests and determine the appropriate next steps.
• Coordinate repairs and maintenance with vendors, contractors, and service providers.
• Contact vendors to obtain information, proposals, estimates, scheduling, and status updates.
• Follow up with tenants and vendors until maintenance and property-related issues are resolved.
• Maintain clear documentation of tenant requests, vendor communications, repairs, and outstanding issues.
• Respond professionally and promptly to tenant questions and concerns.
• Escalate significant tenant, lease, maintenance, or property issues to executive leadership when appropriate.
• Assist with coordinating routine and emergency property repairs.
• Schedule vendors and contractors and confirm completion of requested work….