Executive Assistant - Cambridge

Posted Monday, August 11, 2025 at 7:00 AM

Company Background
Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovative markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary
The Executive Assistant will provide administrative and logistical support to the national Head of Development & Construction. The Executive Assistant is responsible for overseeing calendar management, including but not limited to coordinating daily meetings and agendas, scheduling events, arranging logistics, sending confirmations, gathering availability with third parties, and coordinating travel / hotel / social events as needed.

In addition, this individual will provide light coordination across the Development & Construction department. This will include preparing agendas for departmental meetings, taking minutes, tracking deliverables, compiling documents, preparing expense reports and making travel arrangements.

The right person for the role will possess a dynamic blend of interpersonal and organizational skills combined with a high level of professionalism and efficiency. This support role requires an even-keeled personality, and the ability to manage within a fast-paced work environment.

The position is ideally suited for a highly motivated, detail-oriented individual with a strong work ethic, and a passion for adding value to a dynamic and fast-growing company. This individual will work collaboratively with other members of the local and national Administrative team and will be positioned as a representative of the DivcoWest brand and values in all that they do.

This role requires 5 days in the office at our 181 Morgan Ave, Cambridge, MA location.

Interested candidates should send their resumes to Recruiting@divcore.com .

Responsibilities
• Calendar and schedule management
o Schedule meetings with internal and external contacts, book conference rooms
o Confirm meetings and appointments as appropriate with participants
o Proactively communicate schedule changes
o Set up and/or run AV for meetings
• Travel Coordination
o Make flight, hotel and restaurant reservations as needed
• Expense Reports
o Compile receipts and file expense reports in a timely manner; track reimbursements
• Supporting the Department
o Maintain logs of development and construction projects and solicit updates from team
o Assist with business plan, investor and public meetings as required
o Organize standing construction & development departmental meetings, their agendas and schedules; maintain model documents and meeting minutes on server
• Administrative Support
o Create polished Excel, PowerPoint or Word documents as required
o Maintain up to date records of key contacts
o Help run office events and gatherings; assist with public programming events
o Provide editing/proofreading support as needed
o Create meeting agendas, attend meetings and take minutes
o Print, scan and file documents; maintain filing system
o Backup other administrative assistants during absences or breaks
o Other general administrative duties

Qualifications
• 2-3+ years of experience in a similar administrative role.
• BA/BS degree required.
• Proficiency with Microsoft Office Suite, DocuSign, and project management software.
• High level of professionalism in dealing with confidential and sensitive issues.
• Strong interpersonal skills and ability to work collaboratively with a diverse team.
• Exceedingly well-organized with strong follow-through; sense of urgency.
• Highly driven, with a positive, solution-oriented attitude.
• A self-starter that is highly motivated, deadline and detail oriented.
• Proactive, resourceful, efficient; able to work independently with minimal supervision.
• Ability to interact with staff at all levels and personality types in a fast-paced environment.
• Desire to grow; receptive to coaching and feedback.
• Notary a plus

The person in this position must be able to:
• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.

DivcoWest is an Equal Opportunity Employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

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