Executive Assistant

Office Manager at United Legacy | Driving Operational Excellence & Team Success

United Legacy is a private real estate investment and development firm supported by a portfolio of affiliated brands offering services related to real estate, lending, tax strategy, estate planning, and other complementary solutions.

We are seeking an experienced Executive Assistant to provide high-level operational and administrative support to the CEO and across this portfolio. This role operates in a fast‑paced environment and requires discretion, sound judgment, and the ability to manage competing priorities with consistency and professionalism.

This position extends beyond traditional administrative support. The Executive Assistant serves as a central coordination point for executive operations – ensuring leadership priorities are reinforced, decisions are followed through, and execution remains aligned across leadership teams and brands.

This is a full‑time, on‑site role based in Del Mar, CA requiring close collaboration with executive leadership during core business hours.

• Provide strategic administrative and operational support to the CEO and
• Capture executive priorities, decisions, and action items; ensure timely and accurate follow‑through
• Draft correspondence, prepare documents and presentations, update systems, and coordinate next steps
• Monitor and coordinate executive calendars to ensure alignment with priorities and commitments
• Proactively identify scheduling conflicts, risks, and opportunities to improve efficiency
• Manage and prioritize executive communications across email, phone, and in‑person requests
• Prepare agendas, briefing materials, and post‑meeting summaries
• Ensure meeting technology is fully operational, including video conferencing and recording tools
• Utilize meeting recordings and AI‑generated transcripts to support documentation and action‑item tracking
• Maintain organized executive records, documentation, and action‑item tracking using company‑approved systems
• Track ownership and deadlines to ensure commitments are completed on schedule
• Serve as a liaison between executive leadership and internal stakeholders across multiple internal brands
• Coordinate overlapping priorities across leadership teams, workflows, and timelines
• Partner with the CEO’s personal estate manager to align personal and professional schedules
• Coordinate domestic and international business travel in partnership with the events team
• Support real‑time travel adjustments and logistical changes as needed
• Travel and limited evening availability may be required around executive events or initiatives

Required:

• 5+ years of experience providing senior‑level administrative support to VP, SVP, or C‑suite executives
• Experience supporting executives with broad organizational scope and decision‑making authority
• Proven ability to manage confidential, sensitive, and time‑critical information
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, Outlook, Zoom, and modern collaboration and task management tools
• Ability to work on‑site and maintain close alignment with executive leadership

Preferred:

• Experience in real estate, finance, lending, insurance, or a related industry
• Experience supporting executives across multiple business units or entities
• Familiarity with board‑level meeting support and executive governance processes
• Experience coordinating complex domestic and international travel
• Comfort leveraging meeting technology, recordings, and AI‑generated transcripts to support execution

Pay: $85,000–$105,000 annual salary, based on experience

Health Insurance: Medical, dental, and vision coverage

Unlimited PTO: Eligible after probationary period

Sick Days: Eligible after probationary period

Location: Del Mar, CA;
On‑site

Schedule: Monday - Friday, 9:00 am‑5:30 pm