Administrative Assistant

About Us

About the Company: Marcus & Millichap Company (MMC) is a real estate leader and pioneer with a diverse family of companies offering Real Estate Services, Real Estate Investments, and Real Estate Development. Each MMC company is a distinct fusion of real estate specialization and innovation powered by a culture of loyalty that permeates throughout the Marcus & Millichap organization. To find out more about the Company, visit www.mmcrealestate.com.

Please note that we are in a great location - near Caltrain with excellent restaurants and shops within walking distance.

Position Overview

Job Description: The Administrative Assistant is a member of the Executive Support team and supports the Chief of Staff and the Chief Financial Officer. This position reports directly to the Chief of Staff. This is an important role and a great opportunity for someone who has at least three years of corporate administrative experience to support and gain exposure to top-level Executives, work on interesting assignments, and join a team of high-performing professionals.

The Administrative Assistant performs a broad variety of administrative tasks including managing an active calendar, completing expense reports, composing, and preparing confidential and time-sensitive correspondence, and some personal related duties, such as running errands or paying bills. Because this role works closely with senior leaders at MMC and its affiliates, the Administrative Assistant must be able to work at the Company’s corporate headquarters in Palo Alto, CA. Furthermore, they should be prepared for the “on-call” and fast-paced nature of the role given the Executive’s schedule and the urgency of executive priorities.

Primary Duties & Responsibilities:

The position involves the following:

ADMINISTRATIVE:

• Keep track of commitments, timeframes, and deadlines to ensure the Executives are adequately prepared for meetings and deadlines (Ensure there is an agenda, and purpose, as well as meeting materials for each meeting).
• Plan executive meetings, client meetings, and board meetings, which include securing location(s) and arranging for refreshments as requested.
• Communicate with internal and external parties on behalf of the Chief of Staff and the Executives, as necessary.
• Assist the Chief of Staff in managing incoming and outgoing communications, meeting requests, and prioritization.
• Meticulously maintain e-mails, records, and calendars with a sense of urgency.
• Draft correspondence and understand oral dictation.
• Arrange complex and detailed travel plans, itineraries, and agendas; compile documents for travel-related meetings as needed.
• Manage business contacts made by the Executives and support the cultivation of ongoing relationships.
• Ensure files are properly maintained for record keeping and shared with appropriate parties.
• Assist with various financial requests and expense reports, as assigned by the Executives.
• Maintain a high level of confidentiality in all areas of discussion with the Executives.

PROJECT COORDINATION:

• Support the Executives in special projects that may include the preparation of presentation slides, ad hoc reports, procedures manuals, and other documentation as requested.
• On an as-needed basis, study and learn company operations, so that support provided to the Chief of Staff is both informative and impactful.
• Perform thorough research on special initiatives and ad hoc projects as requested.
• Assist the Chief of Staff in managing the Chairman’s desk which may include personal matters, such as running errands, managing household expenses/vendors/paying bills, managing various household clerical tasks, administering family calendars, researching and/or buying gifts, etc.

Knowledge, Skills & Abilities:

• Ability to work well with management, vendors, and employees
• Experience in Microsoft Office Suite (i.e., Word / Excel / Visio)
• Strong written and verbal communication skills and attention to detail
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly
• Effective people skills with the ability to build professional relationships
• Ability to take initiative and anticipate tasks and needs of the Executives
• Strong problem-solving and decision-making skills
• Ability to handle confidential information with discretion
• Adaptable to various competing demands

Education & Experience:

• Bachelor’s degree required
• At least three years of corporate administrative experience
• Experience in real estate/transactional and/or a corporate/legal environment is preferred

Benefits Overview:

The compensation plan for this role will be commensurate with the skills required of the position. As such, it will be comprised of a base salary, and an annual performance-based incentive which is determined upon individual and portfolio performance. The Company offers a comprehensive benefits package to include:

• Paid Time Off + Paid Holidays
• Paid Sick Time
• 401k + Employer Contribution
• Medical (H.S.A./HDHP option w/ Employer Contribution)
• Dental
• Vision
• Flexible Spending Accounts
• Group Term Life & AD&D
• Voluntary Life
• Long-Term Disability
• Buy-Up Long-Term Disability
• Employee Assistance Program
• Voluntary Accident