Executive Assistant Job at Mark IV Capital in Newport Beach

Mark IV Capital is a privately held, growth-oriented real estate development and investment company headquartered in Newport Beach, CA. focused on acquiring, developing, owning, and operating commercial real estate investments. The firm is seeking an Executive Assistant to join its team, supporting three of our Shareholders and working from our corporate office in Newport Beach.

The Executive Assistant will deliver comprehensive administrative support and personalized assistance to our Shareholders, enabling them to efficiently achieve both business and personal objectives. This role demands a highly organized, trustworthy, and proactive individual who can manage a diverse array of responsibilities while maintaining a polished executive presence. The ideal candidate will be able to successfully navigate the complexities of supporting multiple stakeholders. This position reports to our Vice President, Tax & Family Office.

Mark IV Capital values creativity and innovation and encourages its employees to develop solutions to the unique and varying challenges we face. We respect and capitalize on our diverse attributes and abilities to maximize the effectiveness of the team. We support open communication and an informal, yet professional, work environment.

We offer competitive compensation, benefits, and opportunities for professional growth and development within a supportive and inclusive work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provide executive-level administrative support to Shareholders.
• Anticipate Shareholders needs and proactively address potential roadblocks to ensure smooth daily operations.
• Ensure follow-through on key action items and tasks for Shareholders and their teams.
• Manage travel arrangements, including but not limited to, destination research, itinerary planning, accommodations, private aviation, ground transportation, and loyalty programs.
• Ensure Shareholders and teams are following through on top action items and tasks.
• Compose, edit, and format correspondence and documents, including memos, letters, presentations, proposals, and contracts.
• Oversee calendar management and meeting scheduling, including preparing agendas and taking minutes as needed. Assist with project management and track key initiatives.
• Handle confidential information with discretion and professionalism.
• Research and recommend local events, dining options, and entertainment for Shareholder activities.
• Make restaurant reservations and coordinate with service providers as necessary.
• Conduct research and compile reports on various topics as requested.
• Coordinate and oversee personal service providers, including household staff and contractors.
• Assist with personal errands and special projects as required.
• Independently manage and execute specific projects as needed.
• Perform additional duties as assigned by Shareholders.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience

• Bachelors degree, preferred.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role.
• Experience in event planning and coordination a plus.
• Excellent proficiency in Microsoft 360 apps and other relevant software.

Other Skills and Abilities

• Strong organizational skills with exceptional attention to detail.
• High level of integrity and strong work ethic.
• Discreet and professional, with the ability to handle sensitive information confidentially.
• Technologically savvy, with a basic understanding of IT systems.
• Outstanding written and verbal communication skills.
• Capable of managing multiple tasks simultaneously and adapting to changing priorities.
• Self-starter with the ability to work autonomously.
• Excellent time management skills.
• Professional discretion and a positive attitude.
• Collaborative team player who fosters a positive environment.
• Strong customer service skills.
• Effective problem-solving abilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.