Job Description

Your Role

Gensler, an award-winning architecture and design firm is seeking an Executive Assistant to provide vital and robust support to their leadership team. We are looking for a savvy professional to act as a partner to our Chicago Office Managing Directors, maximizing their time and effectiveness, and allowing them to focus on strategic priorities. Along with superior software skills, the EA must be able to shift focus often, collaboratively negotiate demanding schedules, and be an expert at anticipating needs. The incumbent will interact with clients and staff at all levels of the organization and should have a collaborative spirit, and a warm, yet unflappable presence.

What You Will Do

• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Extensive calendar and time management; ensure that Managing Directors are on time and prepared for meetings; consistently reviewing calendar for changes
• Build and maintain excellent relationships; stay on top of relevant client information
• Liaise with Business Operations (HR, Finance, IT) and Studio Coordinators to support business/people needs
• Ensure CRM database and Outlook contacts are up to date and accurate
• Coordinate on-site meetings, including set-up and clean-up for meetings led by the Managing Directors
• Responsible for the flow of contract and proposal review for projects connected to the Managing Directors, ensuring timely preparation and issuance
• Organize project files and spreadsheets relating to correspondence with the clients and consultants
• Prepare both routine and confidential correspondence, reports, presentations, and other complex documents
• Assist with incoming and outgoing communications, using professional judgment and discretion to take action on items requiring follow up
• Screen incoming calls and handle accordingly
• Manage professional memberships, community & civic engagement, as well as social/personal commitments
• Make and manage complex travel plans for OMDs as requested
• Compile and submit accurate expense reports and reconcile credit card statements monthly on behalf of MDs
• Complete and submit timesheets for MDs weekly
• Assist with marketing efforts as required
• Handle miscellaneous tasks as requested by Managing Directors

Your Qualifications

• 6+ years of experience as an Executive Administrative Assistant supporting Senior Leadership in a fast-paced environment; experience in the architecture, design or commercial real estate development/brokerage industries helpful
• Bachelor\'s degree
• Possess strong initiative and expert planning skills
• Proactive and able to keenly anticipate executive\xe2\x80\x99s needs
• Professional and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality, and focus
• Excellent verbal and written communication skills
• Strong problem solving, prioritizing, organizational and time management skills
• Ability to work independently with minimal guidance
• Strong proficiency with Microsoft Office suite including Word, Excel, and PowerPoint; proficiency with InDesign, Illustrator and/or Photoshop preferred
• Resilient, Fun, uniquely human, high energy

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 \xe2\x80\x9cWell-being Week,\xe2\x80\x9d our offices reflect our people\xe2\x80\x99s 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\xe2\x80\x99s 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