Executive Assistant

Job Summary

Newmark’s West Coast Investment Sales team seeks a highly organized, discreet and proactive executive assistant to provide comprehensive administrative and executive support to the team’s senior leadership and brokerage professionals. The team has closed over $75 billion in institutional sales and structured financings and has maintained the #1 market share for office sales in Greater Los Angeles for five consecutive years. This role is central to keeping a high-performing, fast-paced platform running smoothly, and requires exceptional judgment, confidentiality and follow-through across business support matters.

Key Responsibilities

Travel & Expense Management

• Coordinate and book all business travel for the brokerage team, including flights, hotels, ground transportation and detailed itineraries.
• Prepare, submit and track expense reports for all brokers, ensuring accuracy, policy compliance and timely reimbursement.
• Provide project tracking numbers from internal CRM to ensure accurate expense coding and reporting.

Budget & Financial Administration

• Manage the team allowance budget in partnership with the team’s financial lead, tracking spend and flagging variances.
• Prepare and submit charitable contribution requests, coordinating required approvals and supporting documentation.

Scheduling & Meeting Coordination

• Schedule client calls, internal meetings and conference calls as requested, managing competing priorities across multiple calendars.
  • Confirm participants, distribute materials in advance and follow up on action items as needed.

Pipeline & Systems Support

• Partner with offshore support resources to ensure the team’s pipeline is submitted to the appropriate parties accurately and on schedule.
• Make pertinent updates in the internal CRM in partnership with the team’s brokerage leads to maintain data accuracy and integrity.

Executive Support

• Provide high-level, confidential support to senior leadership across a range of business administrative matters.
• Compile, retrieve and organize documents and materials as requested.
• Manage renewals and oversight of annual memberships and professional affiliations.
• Support the coordination of documents, calls and materials for industry organization commitments.
• Complete other misc requests as needed with a high degree of discretion and confidentiality.

Key Skills

• Clear and confident written and verbal communication
• Absolute discretion and sound judgment in handling confidential business and personal information
• Ability to manage multiple projects simultaneously
• Highly organized with strong time management
• Consistently responsive and client-oriented
• Detail-oriented with the ability to prioritize tasks, and meet deadlines in a fast-paced environment
• Energetic self-starter who is flexible, organized and conscientious

Salary Range: $70,000 to $90,000 annually

The expected base salary for this position ranges from $70,000 to $90,000 annually.  The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held.  In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

Working Conditions: Normal working conditions with the absence of disagreeable elements

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

Qualifications

• High School diploma or General Education Degree (GED) required. Associate’s degree or Bachelor’s degree preferred.

• Minimum 2 years prior experience supporting senior executives in a fast-paced professional services environment preferred.

• Microsoft Office Suite, Outlook, PowerPoint, Excel and Internet research skills.

• Administrative support skills including complex calendar and travel management, expense reporting, and the ability to compose/proof and edit correspondence and reports.

• Real Estate license is a plus.