Administrative Executive Coordinator

2 weeks ago

Arcadia, California, United States Gensler Full time

Your Role

Gensler's Southwest Region is seeking a dedicated Executive Assistant to deliver strategic, high-level anticipatory support to two regional executives who serve as Regional Co-Managing Principals. This position offers an exciting opportunity for an administrative professional to utilize their exceptional communication and complex coordination skills to enhance the executive support function, aligning with the evolving needs of the executives and the organization.

In this role, you will cultivate a meaningful partnership with the executives in a dynamic environment, providing opportunities for personal growth and fostering rewarding relationships within the firm and the community. This position requires in-person attendance at the downtown office.

What You Will Do

Your responsibilities will include:

  • Managing and organizing the executives' intricate and demanding calendars while overseeing email correspondence; acting as a primary point of contact for time management, addressing internal and external requests, and offering recommendations that reflect business priorities.
  • Building and maintaining strong client relationships, staying informed about relevant client information, and collaborating with internal partners and executives.
  • Ensuring effective calendar and time management, guaranteeing that executives are punctual and prepared for meetings, and continuously monitoring for changes and conflicts.
  • Coordinating detailed travel arrangements and addressing any changes or issues that arise.
  • Prioritizing and managing multiple projects simultaneously, ensuring timely follow-through on various issues.
  • Preparing both routine and confidential correspondence, reports, presentations, and other complex documents with the utmost confidentiality and discretion.
  • Coordinating on-site and off-site meetings, including setup and breakdown, and attending meetings as necessary to stay updated on current projects and events.
  • Creating and organizing presentations for significant events, such as management committee meetings and appointments.
  • Assisting executives with specific project needs related to regional or firm-wide initiatives, including preparing presentations, meeting notes, and gathering relevant data.
  • Maintaining accurate and up-to-date Outlook Contacts.
  • Coordinating details related to professional memberships, community relations, civic responsibilities, and personal obligations.
  • Compiling and submitting accurate expense reports and reconciling credit card statements monthly.
  • Addressing miscellaneous tasks as requested by the executives.

Your Qualifications

The ideal candidate will possess:

  • A minimum of 5 years of experience as an Executive Administrative Assistant supporting Executive-Level Management in a corporate setting; experience in architecture, design, or commercial real estate development/brokerage is highly preferred.
  • Strong initiative and planning skills, with the ability to anticipate the needs of executives and maintain a proactive approach.
  • A professional appearance and demeanor, with the capacity to consistently uphold a high level of composure, confidentiality, and focus.
  • Excellent verbal and written communication abilities.
  • Strong problem-solving, prioritization, organizational, and time management skills.
  • The capability to work independently with minimal supervision.
  • Proficiency in Microsoft Office Suite, including Outlook, Teams, Word, Excel, and PowerPoint; familiarity with InDesign, Salesforce, Illustrator, and/or Photoshop is a plus.

For consideration, please submit a cover letter and resume in PDF format.

Life at Gensler

At Gensler, we are dedicated to enjoying life while delivering exceptional design. Our offices reflect the diverse interests of our people, from curated art exhibits to internal design competitions. We encourage a healthy and balanced lifestyle, offering comprehensive benefits that include medical, dental, vision, disability, wellness programs, flexible spending, paid holidays, and paid time off. Additional offerings include a 401k, profit sharing, employee stock ownership, and biannual bonus opportunities.

As part of our commitment to professional development, Gensler provides reimbursement for certain professional licenses and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes. We view our professional development initiatives as strategic investments in our future.

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