Office Administrator

3 months ago

Minneapolis, United States Gensler Full time

Your Role

As aGensler Office Administrator, you will be a cultural ambassador for our office with an integral role in daily business interactions. Embracing your passion for people and entrepreneurial spirit, you will provide executive support to the office managing director and partner with office leadership to elevate the transition of our hybrid workplace experience. You will be responsible for collaborating with key teams in support of our clients as an influential contact for internal and external relations.

What You Will Do

Executive & Studio Administration:

  • Manage calendar and travel needs for office managing director.

  • Process monthly expense reports.

  • Proof and create presentations as needed.

  • Answer and direct incoming calls to the proper team member.

  • Coordinate logistics around monthly All Staff meetings.

  • Oversee membership renewals and office sponsorships as needed.

  • Organize acquisition of gifts and acknowledgements as needed.

  • Interact with financial reporting software and internal databases as needed.

  • Be accountable for partnering with office and studio leadership to execute daily business operations, including handling of confidential organizational information.

Workplace Experience:

  • Partner with office leadership to evolve office culture.

  • Lead hospitality efforts around visitors, food service, and safety.

  • Build relationships with vendors to support our hybrid workplace experience.

  • Oversee office functions around mail, shipping and receiving.

  • Liaise with property management around routine maintenance and other repairs as needed.

  • Manage inventory for cafe and office supplies.

  • Ensure proper purchase, billing, and coding for office services expenses.

  • Foster a culture of collaboration and learning through support of office initiatives.

  • Support meetings and events as needed.

  • Act as an integrator.

  • Be accountable for maintaining an exceptional workplace experience to fulfill the daily business operations for both our internal and external audiences.

Your Qualifications

  • Bachelor's degree or 3+ years of equivalent experience in an administrative capacity.

  • Action-oriented and a strong critical thinker with a desire to learn.

  • Organized and detail-oriented with the ability to prioritize tasks to meet multiple deadlines.

  • General knowledge of office operations and/or facilities management preferred.

  • Flexible and adaptable to meet evolving business needs.

  • Excellent verbal and written communication skills.

  • Ability to interact effectively with all levels of management.

  • Proficient with Microsoft Word, Excel, Outlook, and PowerPoint.

  • Experience with Adobe InDesign a plus.

  • Ability to lift 50 lbs.

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.


Gensler celebrates diversity and our commitment to creating an inclusive environment for our colleagues. We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. Women, minorities, individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law.

You may view our Pay Transparency Statement, your EEO rights under the law, and EEO is the law supplemental information on our website. Gensler shares the right to work and participates in the E-Verify program in certain locations, as required by law.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email info@gensler.com.

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