Executive Assistant

Posted 14 Hours Ago
Be an Early Applicant
New York, NY
85K-95K Annually
5-7 Years Experience
Consulting • Design
The Role
The Executive Assistant will provide administrative support to the Managing Director, managing schedules, coordinating meetings, preparing materials and expense reports, and handling confidential information. They will foster communication and assist with logistics for travel and client events.
Summary Generated by Built In

Your Role

As an Executive Assistant, you will provide direct administrative support to one of our New York Managing Director.

What You Will Do

  • Support day-to-day administrative tasks for Managing Director

  • Responsible for proactively managing and coordinating the daily schedule, calendar, emails, documentation, etc.

  • Work closely with Managing Director on intitatives and creating presentations and proposals; 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, 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 with committee responsibilities

  • Handle a high volume of confidential and sensitive information; maintaining confidentiality of all organizational information

  • Coordinate travel logistics for Managing 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

Your Qualifications

  • 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

*This is not a remote position. The successful candidate will be expected to live in, or relocate to, the New York Metropolitan area upon acceptance.

**The base salary will be estimated between $85,000 – $95,000 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.

Top Skills

Adobe Creative Suite
MS Office
The Company
HQ: San Francisco, CA
7,309 Employees
On-site Workplace
Year Founded: 1965

What We Do

Gensler is a global architecture, design, and planning firm with 53 locations and more than 6,000+ professionals networked across the Americas, Europe, Greater China, Asia Pacific, and the Middle East. Founded in 1965, the firm works globally with more than 4,000 clients across more than 33 practice areas spanning the work, lifestyle, community, and health sectors.

Everything we do is guided by our mission: To create a better world through the power of design.

We believe the power of design can spark positive change and create a future that promotes equity, resilience, and wellbeing for everyone.

Gensler was named one of Glassdoor’s Best Places to Work in 2020, 2019, 2017 and 2016, and our award-winning culture has been recognized by Fast Company as one of the 100 Best Workplaces for Innovators in 2021. Our people-first philosophy is centered on the core ideas of diversity empowerment, impact, community, respect, and growth. You can learn more about our commitment to creating an inclusive and diverse workplace at https://www.gensler.com/careers#diversity.

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