As an Executive Assistant, you will provide direct administrative support to our New York office leaders.
What You Will Do
Support day-to-day administrative tasks for Managing Director and Studio Director
Responsible for proactively managing and coordinating the daily schedule, calendar, emails, documentation, etc.
Work closely with Managing Director on initiatives and creating presentations and proposals; research, design, write and produce materials
Independently develop and coordinate reports, correspondence, agendas, minutes and other necessary documents
Provide meeting support through booking and preparing meeting rooms (a hybrid of in-office and remote), setting up video conferences/phone calls, taking notes as needed, and providing follow up and action items after meetings
Create high quality presentations, written materials
Assist Managing Director and Studio Director with committee responsibilities
Handle a high volume of confidential and sensitive information; maintaining confidentiality of all organizational information
Coordinate travel logistics for Managing Director and Studio Director, including but not limited to flights, hotels, car services, itineraries, meeting planning, etc.
Prepare and track expense reports in accordance with firm policy
Provide backup coverage for other Executive Assistants daily and during vacations, including phones, calendars, greeting clients, etc.
Assist with client events and other special projects as needed
Other duties as assigned
Must have at least 5-7 years of experience in an administrative support position
Experience in a professional service firm preferred
Ability to exercise good judgment, show initiative, and be proactive
Highly proficient in Microsoft Office (Word, Excel, and PowerPoint)
Well versed in coordinating hybrid meetings, including facilitation and sign on
Knowledge of Adobe Creative Suite, particularly InDesign
Strong attention to detail and the ability to multi-task and prioritize required
A strong team player who demonstrates drive and initiative and has a passion for enabling others’ success
Excellent verbal and written communication a must
Ability to communicate and interact effectively with all levels of management
Exceptional customer service orientation
**The base salary will be estimated between $80,000 – $85,000 plus bonuses and benefits and contingent on relevant experience.
Life at Gensler
At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.