Office Manager / EA / PA

Job Title : Office Manager / Executive & Personal Assistant

Location : Onsite – South Bay

Industry : Property Management / Real Estate

Schedule : Monday–Friday, 8 : 00 a.m. – 5 : 00 p.m.

Salary : 65k-80k

Position Overview

A well-established property management and real estate investment firm based in the South is seeking an organized, proactive, and personable Office Manager / Executive & Personal Assistant to oversee daily office operations while providing light personal support.

This is a highly visible, front-facing role that combines office management, administrative coordination, and executive support.  The ideal candidate will be a polished professional with excellent judgment, discretion, and the ability to keep both business and personal affairs running smoothly.

Key Responsibilities

Office Administration (Primary Focus)

• Oversee front office operations, including visitor reception, vendor management, and supply ordering

Manage calendars, coordinate meetings, and handle correspondence for company leadership

Prepare agendas, take meeting minutes, and track follow-up items

Coordinate internal office events, holiday décor, and staff appreciation activities

Support accounting and property management teams with administrative tasks, document organization, and light bookkeeping

Maintain filing systems (digital and physical) and assist with invoice tracking or expense coding in QuickBooks

Serve as the central point of contact for vendors, maintenance, and building management needs

Executive & Personal Assistant Support

Arrange travel itineraries, accommodations, and reservations for the owner and family as needed

Coordinate property maintenance schedules with the house manager in Montana

Handle personal scheduling, reservations, and light household coordination

Assist with vendor communication and contractor scheduling for personal properties

Support expense tracking, bill payment, and light personal correspondence as requested

Requirements

Must-Haves :

5+ years of administrative, office management, or executive assistant experience

Strong organizational skills with the ability to manage competing priorities

Excellent written and verbal communication skills

Proficiency in Microsoft Office Suite (Outlook, Excel, Word)

Proven discretion, professionalism, and confidentiality

Willingness to support both professional and personal administrative tasks

Preferred :

Experience in real estate or property management

Familiarity with QuickBooks or light accounting support

California Notary Public certification (or willingness to obtain – company will cover cost)

Tech-savvy and comfortable learning new software or AI tools for workflow optimization

Bachelor’s degree preferred but not required

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.