Executive Assistant + Director of Operations

Zacuto Group, a highly active Commercial Real Estate Brokerage based in Santa Monica is looking to hire an Executive Assistant / Director of Operations to support the CEO of the firm.  

As the gatekeeper, and right hand to the CEO, your role will be to provide unparalleled assistance in operations through email, calendar, and project management. Candidates should have a command of the commercial real estate transaction process and tools such as Costar, AIR/CAR forms, and salesforce. Ideal candidates will apply high level organizational skills and industry knowledge to increase daily productivity and workflow.

Minimum 3+ years of experience in real estate or finance, with a strong understanding of real estate leasing and sales is preferred. Candidates should be well spoken, comfortable with a client facing role, and thrive in a modern open office environment. A strong work ethic, motivation to grow and succeed is essential.   

Role and Responsibilities: 

• Act as a liaison between the CEO, the team and clients 
• Point of contact for daily requests and incoming needs 
• Oversee inbox (200+ emails per day)  
• Calendar management; to ensure meetings are scheduled and conflicts are resolved 
• Administrative duties; office up-keep, meeting preparation, research & record keeping 
• Personal assistance; running errands, setting appointments, planning events, buying gifts, ordering lunch, etc. 
• Special projects as they align with candidate’s background and qualifications 

Core daily functions include: 

Executive Assistance 

• Email management of 200+ per business day 
• Answering / routing phone calls 
• Managing a rigorous schedule & addressing last minute calendar changes 
• Task management, ensuring deadlines are met 
• Personal Assistance as needed 

Project Management/Brokerage Operations 

• Conduct research and create market surveys 
• Create tour packets for site visits 
• Schedule tours / show properties 
• Draft lease proposals / purchase & sales agreements  
• Follow transactions from commencement to closing; ensuring deadlines are met and milestones are accomplished 

Office Management 

• Responsible for managing professional office environment for growing team of 18 
• Schedule vendors and order supplies as needed

Required Skills and Experience 

• 4 Year Bachelor’s Degree 
• 3+ years of experience in real estate or finance preferred 
• An understanding of real estate transaction processes, basic legal, and mathematical concepts 
• Proficient in Office 365; Outlook, Word, and Excel 

ABOUT ZACUTO GROUP  

Zacuto Group is a Los Angeles brokerage and advisory firm providing representation to visionary clients with a focus on office, industrial, and retail requirements. Our team is comprised of the top talent in the industry, with multidisciplinary backgrounds in finance, technology, entertainment, hospitality, construction, and property management. We are committed to smart and efficient use of technology and building relationships to achieve superior results.  

HOW TO APPLY  

Please send a resume + cover letter explaining why you should be considered for this specific position to [email protected]. Applicants must label the subject line of their email as APPLICATION: EXECUTIVE ASSISTANT along with their name. All attachments must be in PDF form. Any applications without a cover letter, resume and correct subject line will not be considered.