Administrative Assistant

About the Company

Marcus & 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 Overview

The 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 Responsibilities

• Executive Administrative Operations
  • Manage calendars, scheduling, and administrative workflows with accuracy and timeliness
  • Track commitments, deadlines, and deliverables to ensure executives are prepared
  • Maintain organized records, files, and documentation systems
• Meeting Coordination
  • Support executive, client, and board meeting preparation
  • Manage logistics, scheduling, agendas, and materials
  • Ensure meeting readiness through timely follow-up and coordination
• Communication & Correspondence Management
  • Draft, proofread, and format correspondence and meeting materials
  • Manage incoming requests and communications with professionalism
  • Coordinate with internal and external stakeholders to support scheduling and logistics
• Travel & Expense Administration
  • Arrange travel, including itineraries, accommodations, and logistics
  • Prepare supporting travel materials and documentation
  • Accurately complete expense reports and financial requests
    
• Streamlined Records
  • Maintain accurate contact lists and business records
  • Support ongoing management of executive contacts and relationships
  • Ensure proper filing and sharing of documents across stakeholders
• Project Coordination & Ad Hoc Support
  • Support special projects through research, presentation development, and documentation
  • Assist with ad hoc executive requests
  • Build working knowledge of company operations to enhance support quality

Core Competencies

• Judgment & Professional Integrity – Maintains confidentiality and uses sound judgment
• Accountability & Follow-Through – Delivers accurate, timely, and reliable work
• Communication & Interpersonal Effectiveness – Communicates clearly and builds relationships
• Initiative & Adaptability – Responds effectively to changing priorities

Qualifications

• Bachelor’s degree required
• 2 to 4+ years of administrative experience in a professional environment
• Strong organizational, communication, and multitasking skills
• Proficiency in Microsoft Office Suite

Benefits Overview

The 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 including:

• Paid 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 Plans
• Long-Term Disability and Long-Term Disability Buy-Up Plans
• Employee Assistance Program
• Fitness & Wellness Program
• Other Voluntary Plans

Depending 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.