Executive Assistant, Strategic Initiatives

EXECUTIVE ASSISTANT, STRATEGIC INITIATIVES

JOB DESCRIPTION

Company Background

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 – primary throughout the United States. DivcoWest’s real estate portfolio 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 and operational follow-through across a broad portfolio of priorities. The Executive Assistant will create leverage for the CPO by managing complex logistics, creating visibility across commitments, organizing initiatives, 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, and meeting coordination, as well as ownership of project plans, trackers, 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 and is not eligible for immigration support or sponsorship, now or in the future.

The ideal candidate brings exceptional executive functioning, strong strategic judgment, and a natural ability to anticipate needs, identify priorities, and stay several steps ahead. This person brings structure to ambiguity, synthesizes information quickly, and manages multiple moving workstreams without losing sight of priorities or details.

Responsibilities

Executive Support

• Own and manage a complex executive calendar, including scheduling, prioritization and conflict resolution.
• Understand the purpose and importance of meetings so calendar decisions reflect business priorities.
• Plan and coordinate domestic travel, including flights, hotels, ground transportation, reservations, itineraries, and contingency planning.
• Coordinate internal and external meetings, including scheduling, locations, materials, technology, catering, and follow-up logistics, as needed.
• Prepare and submit accurate, timely expense reports; efficiently resolve reimbursement issues.
• Provide coverage for other Executive Assistant team members during vacations or other absences.

Executive Readiness

• Provide daily and weekly briefings on upcoming meetings, deadlines, decisions, and any other items needing attention.
• Review the calendar in advance and determine what materials are needed for the executive to be fully prepared.
• Create meeting 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.

Project Management

• Manage executive-sponsored projects from inception to completion, creating workplans, trackers, and status updates.
• Coordinate and maintain visibility across key priorities, including KPIs, talent assessments, and strategic offsites.
• Partner with project owners and stakeholders to clarify deliverables, set timelines, and keep work moving.
• Support annual and quarterly planning, including organizing inputs, documenting decisions, tracking commitments, and preparing progress updates.
• Take ownership of additional relevant projects, flexing between project leadership, coordination, analysis, and execution.

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