Executive Assistant

Position: Executive Assistant

Company: Viewpoint Equities, a commercial real estate family office and property management company.

Hours: 40 hrs. per week, 8am-5pm, M-F with an occasional evening or weekend day, as needed.

Reports to: CEO

Office Location: Mission Valley

Who we are: At Viewpoint Equities, we believe in serving people and our residents, not just serving the property. Success for us is knowing that our customers receive impactful service and exceptional care with every interaction with our team. We are committed to facilitating an environment that enables all of us to use our strengths to support each other in our mission of delivering an exceptional experience. We are solution-focused, direct with our communication, efficient with our time and we hold each other accountable. We lead with integrity, purpose, and trust. Our priorities are family first, then business. We are striving for a ‘life by design’ where we can work in a positive, productive, team-centered environment to get the work done and balance it with plenty of time for family, friends and leisure.

The partner we are looking for: Someone who just read all of the above, resonated with the values, and got excited to jump on board! Someone who has “batteries included” meaning that they are already a highly motivated individual who is proactive, a self-starter, and ready to hustle. Someone who is solution-focused and always looking for ways to improve systems, processes and customer experiences. Someone who is positive, direct, professional and loves a team environment.

Position Summary

The Executive Assistant to the CEO will play a vital operational and administrative role within our business. In this position, you will manage executive scheduling and administrative workflows while overseeing key compliance, corporate recordkeeping, vehicle fleet management, and HR support functions.

The ideal candidate is an efficient multi-tasker with exceptional communication and writing skills, a high level of discretion, and an adaptable approach to dynamic priorities.

Key Responsibilities

Executive & Administrative Support

• Calendar & Schedule Management: Maintain and optimize the CEO’s daily schedule, managing appointments, meetings, and calendar conflicts proactively.
• Travel Coordination: Arrange comprehensive travel itineraries, including flights, accommodations, ground transportation, and meeting schedules.
• Communication & Correspondence: Serve as a primary point of contact and gatekeeper for the CEO, handling sensitive internal and external communications with professionalism.

Corporate Compliance & Records

• Insurance Administration: Monitor, review, and coordinate renewals for commercial property, liability, and general corporate insurance policies.
• Vehicle Fleet Management: Oversee registration renewals, maintenance records, and insurance coverage for a small fleet of vehicles.
• Property Tax Monitoring: Track property tax schedules, ensure timely assessments/payments, and maintain organized documentation across the portfolio.
• Corporate Governance: Prepare and submit Secretary of State filings, maintain corporate books, and record detailed minutes during executive/board meetings.

Personnel & HR Support

• Assist with personnel management, including onboarding new team members, maintaining employee files, tracking time off, and coordinating internal communications.
• Maintain confidentiality regarding employee records, business financials, and company operations.

Qualifications & Requirements

• Experience: 3+ years of experience in an Executive Assistant perferrably to C Suite Executive, Operations Administrator, or Senior Administrative role (experience in property management, real estate, human resources, or corporate legal/compliance support is a plus).
• Communication Skills: Outstanding written, verbal, and interpersonal communication skills with a customer-focused attitude.
• Multi-Tasking & Organization: Superior organizational skills with a demonstrated ability to prioritize tasks, manage complex projects simultaneously, and meet firm deadlines.
• Flexibility: Highly adaptable with strong problem-solving skills; able to pivot smoothly when priorities change.
• Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, and digital document management tools.

What We Offer

• Competitive salary based on experience
• Comprehensive health, dental, and vision insurance…