Senior Executive Assistant to the CEO

Description

Join the Office of the CEO at one of Southern California’s leading retail real estate companies

NewMark Merrill Companies is seeking an exceptional Senior Executive Assistant to the CEO to support our CEO in a highly visible role that combines executive support, office operations, and personal and family office coordination.

This role offers a front-row seat to the day-to-day operations of a successful real estate company and the opportunity to work closely with a CEO deeply involved in business, philanthropy, and community leadership. You’ll play a key role in helping keep priorities organized, commitments fulfilled, and day-to-day operations running smoothly.

No two days are exactly alike. This role is ideal for a highly organized, resourceful professional who enjoys variety, exercises sound judgment, maintains absolute discretion, and takes pride in ensuring that important details never fall through the cracks.

We are a company that embraces innovation and continuous improvement. We encourage the thoughtful use of AI-powered tools such as ChatGPT, Copilot, Gemini, and similar technologies to improve organization, communication, productivity, and workflow management. Candidates who are curious about technology and excited to leverage new tools to work more effectively will thrive in this environment.

About NewMark Merrill

NewMark Merrill is a privately held shopping center owner, developer, and operator with a 40+ year history of creating community-focused retail destinations. With more than 12 million square feet of retail properties across California, Colorado, and Illinois, we combine the resources of a large portfolio with the accessibility, entrepreneurial spirit, and collaborative culture of a privately held company.

Key Responsibilities

• Executive Support
• Manage a complex and frequently changing schedule and set of priorities
• Coordinate meetings, schedules, agendas, and follow-up items
• Prepare and edit documents, presentations, and meeting materials

Track priorities, deadlines, and outstanding action items to ensure consistent follow-through on commitments and projects

Serve as a liaison between the CEO and internal and external stakeholders

Travel, Transportation & Logistics

• Manage complex domestic and international business, personal, and family travel
• Coordinate transportation, itineraries, accommodations, and travel-related arrangements
• Coordinate transportation, and scheduling details for meetings, site visits, and events
• Oversee vehicle registrations, insurance, maintenance, and service providers

Personal Household & Family Office Support

Manage relationships with household vendors, maintenance providers, and service professionals

Maintain insurance, tax, investment, and estate-related records and documentation

Act as a liaison among attorneys, CPAs, insurance professionals, investment advisors, and other trusted partners

Office Management & Team Support

Support day-to-day office operations and vendor management

Maintain organized digital and physical filing systems, including off-site records storage

Serve as liaison with building management for maintenance, repairs, and office-related updates

• Provide oversight of receptionist and administrative support functions
• Assist with company events, leadership meetings, and special projects

Who You Are

You are highly organized, dependable, and resourceful. You enjoy helping others succeed and take pride in being the person who ensures things run smoothly behind the scenes.

You have exceptional attention to detail, strong judgment, and the ability to remain calm and effective when priorities shift. You are equally comfortable coordinating a complex travel itinerary, preparing materials for an important meeting, managing household vendors, or solving a last-minute challenge.

You thrive in a dynamic environment, enjoy variety in your work, and understand that exceptional executive support is often about anticipating needs before they arise.

Requirements

• 7–10 years of executive assistant, senior administrative, or related experience
• At least 5 years supporting a CEO, founder, principal, or senior executive
• Experience managing complex travel and executive scheduling
• Experience supporting both business and personal executive responsibilities
• Exceptional organizational and follow-through skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and judgment
• Advanced proficiency with Microsoft Office and business productivity platforms

Experience using AI-powered productivity tools such as ChatGPT, Claude, Gamma, Copilot, or similar technologies to improve efficiency, communication, organization, and workflow management.

Ability to work full-time in our Calabasas office, with occasional flexibility outside normal business hours

Preferred Experience

• Real estate, investment, family office, or privately held company environments
• Working with legal, financial, insurance, or investment-related documentation
• Coordinating with professional advisors and external service providers

Work Style and Schedule

This is a full-time, in-office position based in Calabasas, California.

The right candidate is highly organized, proactive, discreet, reliable, punctual, detail-oriented, and calm under pressure, with a strong ability to operate effectively in a fast-moving environment. This person is a strong communicator, a team player, and a problem-solver who takes ownership and follows through.

This is not a passive administrative role. It is a senior support role for an active CEO that requires sound judgment, initiative, confidentiality, flexibility, and a strong service mindset. While regular business hours are expected, occasional availability outside standard hours may be needed -- particularly when the CEO is traveling or when urgent matters arise.

The role also requires responsiveness and a willingness to step in when needed.