Administrative Assistant

About The CompanyMarcus & 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 OverviewThe Administrative Assistant is a core member of the Executive Support team, providing high-quality administrative and operational support to senior leaders. This role ensures seamless day-to-day execution of administrative workflows, including scheduling, travel coordination, communication support, and documentation.This position is ideal for a detail-oriented professional who thrives in a fast-paced environment, exercises sound judgment, and delivers consistent, reliable support.The position reports to the Chief of Staff and is based at the Company’s headquarters in Palo Alto, CA.Key ResponsibilitiesExecutive Administrative OperationsManage calendars, scheduling, and administrative workflows with accuracy and timelinessTrack commitments, deadlines, and deliverables to ensure executives are preparedMaintain organized records, files, and documentation systemsMeeting CoordinationSupport executive, client, and board meeting preparationManage logistics, scheduling, agendas, and materialsEnsure meeting readiness through timely follow-up and coordinationCommunication & Correspondence ManagementDraft, proofread, and format correspondence and meeting materialsManage incoming requests and communications with professionalismCoordinate with internal and external stakeholders to support scheduling and logisticsTravel & Expense AdministrationArrange travel, including itineraries, accommodations, and logisticsPrepare supporting travel materials and documentationAccurately complete expense reports and financial requests Streamlined RecordsMaintain accurate contact lists and business recordsSupport ongoing management of executive contacts and relationshipsEnsure proper filing and sharing of documents across stakeholdersProject Coordination & Ad Hoc SupportSupport special projects through research, presentation development, and documentationAssist with ad hoc executive requestsBuild working knowledge of company operations to enhance support qualityCore CompetenciesJudgment & Professional Integrity – Maintains confidentiality and uses sound judgmentAccountability & Follow-Through – Delivers accurate, timely, and reliable workCommunication & Interpersonal Effectiveness – Communicates clearly and builds relationshipsInitiative & Adaptability – Responds effectively to changing prioritiesQualificationsBachelor’s degree required2 to 4+ years of administrative experience in a professional environmentStrong organizational, communication, and multitasking skillsProficiency in Microsoft Office SuiteBenefits OverviewThe compensation plan for this role is commensurate with the skills required for the position. As such, it is 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 IncludingPaid Time Off, Paid Holidays, and Paid Sick Time 401k + Employer Contribution Medical (H.S.A./HDHP option + Employer Contribution), Dental, and Vision Plan(s)Flexible Spending Accounts Group Term Life/AD&D and Voluntary Life/AD&D PlansLong-Term Disability and Long-Term Disability Buy-Up PlansEmployee Assistance Program Fitness & Wellness Program Other Voluntary PlansDepending on the role, other benefits such as commissions, an educational assistance program (tuition reimbursement), a referral program, and/or a car allowance may be applicable.