Senior Executive Assistant to the CEO

Description

NewMark Merrill Companies is a privately held shopping center owner, developer, and operator with a 40+ year track record. The company owns and manages over 12 million square feet of retail assets across 95 communities in California, Colorado, and Illinois.

As a boutique, full-service real estate firm, NewMark Merrill combines the scale of a large portfolio with an agile, hands-on approach and direct access to senior leadership.

The company is known for its community-focused approach, strong tenant relationships, and a collaborative, team-oriented culture.

Learn more at www.newmarkmerrill.com.

Position Summary

This is a high-trust, high-visibility role supporting an active CEO across a broad range of business and personal responsibilities.

This is not a traditional administrative role. The position requires a senior-level professional who can manage complexity, exercise strong judgment—including knowing what to handle independently and what to escalate—and ensure that both business and personal priorities are executed with consistency, accuracy, and discretion. The role also requires strong collaboration skills and the ability to provide coordination and positive leadership across administrative and support functions.

The successful candidate will serve as a central coordination point for the CEO’s office—protecting time, anticipating needs, and driving follow-through across a wide range of responsibilities. This role requires the ability to operate independently, maintain organization across multiple workstreams, and adapt quickly as priorities shift.

This role requires exceptional discretion due to regular exposure to confidential business, legal, financial, and personal matters.

Key Responsibilities

Executive Support & Coordination

• Manage the CEO’s calendar, scheduling, meeting preparation, and follow-up
• Serve as a central coordination point between the CEO, leadership team, and internal and external stakeholders
• Track priorities, deadlines, and open items to ensure consistent follow-through
• Prepare correspondence, presentations, agendas, and briefing materials

Travel, Transportation & Logistics

• Arrange complex domestic and international travel, including business, personal, and family travel
• Manage drivers, transportation, and scheduling details for meetings, site visits, and events
• Oversee vehicle maintenance, service, insurance, and registrations

Administrative & Document Management

• Maintain organized records and key documents across business and personal matters
• Assist with the review, organization, and tracking of legal, real estate, financial, and operational documents
• Prepare and submit expense reports and maintain administrative tracking

Personal, Household & Financial Coordination

• Assist with personal scheduling, family logistics, and special projects
• Handle household operations, including vendors, maintenance, and service providers for personal residences
• Help organize and track investment, tax, insurance, and estate-related documents
• Coordinate with external advisors, including CPAs, attorneys, insurance brokers, and investment professionals

Office Management & Team Support

• Oversee day-to-day office operations, including organization, shared spaces, office supplies, and vendor coordination
• Serve as liaison with building management for maintenance, repairs, and office-related updates
• Maintain office systems, storage, and records (including offsite storage such as Iron Mountain)
• Provide oversight and direction to receptionist and administrative support staff
• Support leadership meetings, board activities, and company events

Technology & Productivity Tools

• Use productivity tools (Microsoft Office, Teams/Zoom, PDF tools, and shared drives) to manage communication, information, and workflow
• Leverage AI tools (e.g., ChatGPT, Copilot, Gemini) to assist with drafting, summarizing, and improving follow-through
• Understand when confidential or sensitive information should not be entered into external AI or third-party systems
• Support preparation of presentations, meeting materials, and communications using tools such as PowerPoint, Word, Excel, and similar platforms
• Maintain organized digital files and tracking systems to improve efficiency and visibility

Requirements

• 7–10 years of executive assistant, senior administrative, or related experience, including at least 5 years supporting a CEO, founder, or C-level executive
• Proven ability to manage a complex, frequently changing calendar and coordinate business, personal, and family travel, household operations, and detailed personal and professional arrangements
• Excellent written and verbal communication skills, with strong attention to detail
• High level of discretion and sound judgment in handling confidential information
• Strong judgment to determine what can be handled independently, what requires input, and what should be escalated
• Proficiency with Microsoft Office and standard business tools
• Ability to work in person in Calabasas, CA, with occasional after-hours availability as needed
• Preferred experience includes:
• Supporting a real estate, investment, or family office executive
• Managing both business and personal responsibilities for an executive
• Working with legal, financial, or investment-related documents
• Coordinating with external advisors and service providers
• Experience with complex travel, household operations, or managing personal and professional arrangements
• Comfort using AI tools and digital organization systems

This is a full-time, in-office position based in Calabasas, California.

The right candidate is highly organized, proactive, discreet, reliable, punctual, detail-oriented, and calm under pressure, with a strong ability to operate effectively in a fast-moving environment. This person is a strong communicator, a team player, and a problem-solver who takes ownership and follows through.

This is not a passive administrative role. It is a senior support role for an active CEO that requires sound judgment, initiative, confidentiality, flexibility, and a strong service mindset. While regular business hours are expected, occasional availability outside standard hours may be needed -- particularly when the CEO is traveling or when urgent matters arise.

The role also requires responsiveness and a willingness to step in when needed.