Executive Assistant
Corporate Office, Century City
Pacific Retail Capital Partners is a fully integrated, entrepreneurial organization with an unparalleled depth of knowledge in all aspects of retail real estate. Our team of executives and strategic partners draw on decades of experience with major national shopping center owners to deliver top-tier service as an operating partner and provide efficient oversight of the company's portfolio. Our broad-based talent is versed in multiple disciplines, from investment and development, which enables the company to quickly assess market opportunities, to management, marketing, and leasing, which allows it to control costs effectively and maintain the quality of its properties.
Best-in-Class Benefits and Perks:
We value our employees' time and efforts. Our commitment to your success is enhanced by our competitive compensation of $100-110k annually, depending on experience, bonus potential, and an extensive benefits package, including:
- Comprehensive health coverage: Medical, dental, and vision insurance provided
- Robust retirement planning: 401(k) plan available with employer matching
- Financial security: Life and disability insurance for added protection
- Flexible financial options: Health savings and flexible spending accounts offered
- Well-being and work-life balance: Paid time off and holidays
Plus, we work to maintain the best environment for our employees where people can learn and grow with the company. We strive to provide a collaborative, creative atmosphere where everyone feels encouraged to contribute to our processes, decisions, planning, and culture.
As an Executive Assistant, you will report directly to the COO and support the COO, Principal, and Executive Vice President of Asset Management in a fast-paced, high-pressure environment. You will demonstrate exceptional organizational skills and attention to detail while handling last-minute requests and changes gracefully and positively. In this dynamic role, you will manage the day-to-day business activities of the executives, including coordinating complex schedules, organizing meetings, preparing presentation materials, tracking expenses, and arranging travel. You will also maintain confidentiality, embody the company’s core values, assist the Corporate Office Manager with reception duties, manage office logistics, and contribute to special projects across various areas of the organization.
To thrive, you should have:
- Minimum 5 years of experience as an EA or senior level Administrative Assistant in a high-pressure, high-performance work environment.
- Financial services, commercial real estate, or architecture industry experience is preferred.
Work Environment:
- Business Hours are Monday through Friday, 9 am-6 pm, with continuous monitoring/coordination needed during non-business hours.
- Hybrid: In Office Required Monday-Thursday with virtual work on Fridays.
- FLSA: Exempt
- Travel: ICSC – NY (Dec) and Las Vegas (May)
In this role, you will not have direct supervisory responsibilities, but you will collaborate closely with the Office Manager and other Executive Assistants and support staff to effectively execute your duties. You will engage with the COO for support and guidance in this collaborative environment. Your day-to-day responsibilities as the Executive Assistant will include, but not be limited to:
- Manage and maintain executives’ evolving schedule including heavy travel plans, meetings, presentations, and conferences. Responsible for coordination of travel logistics including, flights, hotels, car, and restaurant reservations.
- Organize and coordinate executives’ daily calendars—scheduling all appointments, coordinating logistics for meetings and special events. Additionally, organize executive calendars to sync with corporate calendar and personal schedules and stay in communication with other corporate executive assistants for scheduling needs. Ultimate responsibility to ensure that their executives are where they need to be, when they need to be there, and fully prepared for their meetings.
- Handle all communication-related tasks including answering phones, monitoring, and responding to emails, greeting guests, drafting correspondence, receiving, and processing mail and other written deliverables.
- Anticipate the needs and preferences of the executives. Have the foresight to predict and plan without relying on the executive's direction. See and address problems before they arise to set the executives up for success.
- Liaise with senior management team and provide additional coordination and assistance with a friendly and “can do” attitude.
- Responsible for maintaining effective electronic filing systems and processes for simplified document management. File and retrieve documents as necessary for executives.
- Schedule and coordinate internal and external meetings, events, dinners, and conferences, bringing together geographically dispersed teams in various time zones, researching and managing logistics and documenting follow-up activities. Coordination shall include sourcing and managing space, food and beverage, signage, furnishings, agendas, presentation materials, entertainment, day-of support and technology needs. Responsibility for developing meeting and event budgets and managing expenses to budget and processing of all expenses.
- Attend/host meetings and compile, transcribe and distribute meeting minutes and recaps as requested.
- Always manage confidential information with the highest level of discretion and practice good judgement and professionalism.
- Conduct research, compile data, and independently prepare presentation decks, excel schedules, correspondence, and other professional work output.
- Manage the timeline, distribution and filing of all property reports including budgets, asset management reports, reforecasts, leasing plans, and pitch books.
- Strong technology skills including Microsoft Word, Excel, Outlook, PowerPoint, Adobe. In Design is preferred.
- Responsible for sourcing and implementing technology solutions and equipment to increase efficiency, productivity, and accuracy for executives.
- Track expenses, prepare expense reports and process for immediate reimbursement.
- On shared rotational basis, serve as front-office receptionist to greet employees and guests, ensure cleanliness in conference rooms, kitchen and open common areas and assist in receiving and sending mail and packages.
- Assist Office Manager in performing administrative duties in the office and collaborate with other EAs and administrative staff to ensure that the office is operating smoothly. This includes the cleanliness and organization of the lobby, conference rooms, kitchen, and general common area spaces.
- Assist Office Manager in receiving and sorting incoming mail and deliveries and manage outgoing mail.
- Assist Office Manager with office logistical planning, repairs, improvements and office moves.
- Assist in technology functions, including engagement with IT 3rd party service provider, equipment ordering and management, installations, upgrades, and troubleshooting.
- Assist Office Manager in relationship with building management to coordinate insurance, deliveries, overtime services, repairs, parking, access cards, and other building needs.
- Perform receptionist duties on a shared rotational basis with other EAs to include greeting visitors and answering and directing phone calls.
- Maintain and update property office phone lists, email distribution lists, and other similar systems.
- Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in IT, HR, Recruiting, Marketing, Development, or Finance.
- Provide other administrative support as necessary.
Ready to take your career to the next level?
We want to hear if you’re ready to bring your talents to a cutting-edge retail real estate organization that values people and results! Please apply now to join our innovative team and help shape the future of retail real estate!
Please reference “Executive Assistant ” in the subject line.
PRCP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin,
disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, hair texture and protective hairstyles which are defined to include, but not limited to braids, locks and twists or any other characteristic protected by federal, state or local laws.