Executive Assistant

Archinect; New York (NY); On-site; USD 110,000 - 130,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

401k plan

Annual bonus

Job summary

Diller Scofidio + Renfro, an interdisciplinary studio in New York City, is seeking an Executive Assistant to provide high-level administrative support to the Partners. The role emphasizes organizational excellence, discretion, and proactive multitasking in a busy studio environment.

Based in-studio, the EA will coordinate calendars, travel, communications, and event logistics, while supervising junior staff under the Senior EA and maintaining strong relationships with clients and stakeholders.

Qualifications

• 6+ years of C-level executive & administrative experience in a fast-paced office environment.
• Excellent written and verbal skills; high proficiency in grammar and spelling.
• Ability to work independently with discretion and sound judgment.

Responsibilities

• Provide primary administrative support including daily management of calendars and meetings for Partners.
• Manage complex travel plans, domestic and international, including visas and accommodations.
• Liaise between Partners, senior management, and clients; draft emails and letters as directed.
• Support scheduling, room reservations, catering, AV/IT needs for internal meetings.
• Oversee junior administrative staff in coordination with the Senior EA.
• Occasional evening and weekend work may be required.
• Handle studio email boxes and update directory and databases.

Skills

Executive support

Organizational skills

Communication

Discretion

Adaptability

Education

Bachelor’s degree in business management or related field

Job description

Executive Assistant

Diller Scofidio + Renfro is an interdisciplinary studio at the intersection of architecture, the visual arts, and the performing arts.Based in New York City, Diller Scofidio + Renfro is led by three partners who work collaboratively with a staff of 100 architects, artists and administrators.

The Studio is seeking an Executive Assistant (EA). The EA will provide strategic high-level executive and administrative support to the Partners in the daily operations of the Studio. While this position primarily supports one Partner, Charles Renfro, the EA will be expected to provide general administrative support to all Partners on an as-needed basis. The ideal candidate will be organized, proactive, and detail-oriented, with a strong ability to multi-task and prioritize duties with minimal oversight.The EA will serve as the primary point of contact for all internal and external matters related to Charles Renfro, and serves as a liaison between Partners, senior management and clients.

Responsibilities:

• Provide primary administrative support including daily management of business and personal calendars; schedule and organize internal and external meetings, conferences, speaking engagements, and special events
• Manage frequent, complex and detailed travel plans both for domestic and international travel, including airline reservations, travel visas, ground transportation, hotel accommodations, culinary reservations, and frequent flyer information
• Serve as the liaison between Partners, senior management, and clients
• Communicate directly on behalf of Partner with high profile clients, board members, sponsors, and VIP clients on matters related to projects and personal initiatives as directed
• Work closely and effectively with Partner to discuss scheduling needs and to keep him informed of upcoming commitments to ensure that he is prepared.
• Coordinate daily lunch/meals for Partner(s)
• Reconcile Partner monthly Amex billing statements; document and collect all receipts and submit to Finance department in timely manner
• Draft emails and letters; prepare and coordinate oral and written communication for staff and clients
• Assist the Sr. EA in broad variety of administrative tasks as assigned including:
• Daily managing of Partners’ calendars
• Assist with the scheduling of meetings; send invites and reminders to teams & partners
• Handle internal meetings preparation including room reservations, catering and AV/IT needs
• Update Studio directory and databases as needed
• Assist with daily managing of studio email boxes including Attendance & General Info and [e-mail]

• Perform and run personal tasks as requested by Partner(s). This includes but is not limited to making personal appointments and reservations; event coordination and logistics; and serving as point-of-contact for personal endeavors including Board of Trustee affiliations and non-profit/charitable endeavors.
• Performs other duties as assigned by Partners
• Evening and weekend work may be required on occasion

Managerial Duties:

• In conjunction with the Senior EA, supervise the Junior EA and other junior administrative roles, when applicable.

Qualifications:

• 6+ years of C-level Executive & Administrative experience within a fast-paced office environment
• Strong organizational skills and the ability to perform and prioritize multiple tasks while under tight deadlines with excellent attention to detail
• Excellent written and verbal skills; including high-level of proficiency in grammar and spelling
• Must be able to work effectively independently and exercise discretion and good judgment
• Ability to anticipate any potential problems, make decisions, develop, facilitate and implement solutions
• Demonstrated professionalism, maturity, diplomacy, composure and grace under pressure
• Significant level of discretion in dealing with confidential information and high-profile individuals
• Flexibility in shifting priorities, as well as strong personal initiative and resourcefulness; taking ownership of, and accountability for, responsibilities and decisions made
• Ability to listen closely and learn the nuances of each Partner’s personalities to anticipate needs
• Strong interpersonal skills and the ability to build trusting and close professional relationships with clients and staff
• Experience in event planning, catering, and/or interest in the culinary arts strongly preferred
• Bachelor’s degree in business management or related field preferred
• Previous supervisory experience preferred

This is a full-time, in-Studio position which is ineligible for remote work. This position is considered exempt under the Fair Labor Standards Act (FLSA). Salary is commensurate with qualifications and experience ranging from $110k to $130k excluding bonuses and other benefits. This is a good faith estimate based on the expectations as laid out in the job description. DS+R offers a comprehensive benefits package that includes medical, dental, vision, and life insurance; Safe Harbor 401k plan; and discretionary annual bonus and salary adjustment.

DS+R is an equal opportunity employer committed to a diverse, equitable, and inclusive workplace. Women, minorities, individuals with disabilities, veterans and members of the LGBTQ+ community are encouraged to apply.