Executive Assistant

BIG - Bjarke Ingels Group; New York (NY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Generous Time Off

Health Benefits

401(k) Plan with 3% match

Saving Plans: FSAs

Family Leave

Catered Meals

Staff events

Dog friendly office

Job summary

BIG is seeking an Executive Assistant to support our NYC Partners. You will work closely with the Partners, Project Managers, and the NYC Operations and People teams, as well as administrative colleagues across BIG. Our office culture is creative, fast-moving, and team oriented.

We value camaraderie, initiative, and people who are motivated to improve how we work. The role requires 2+ years of executive support experience, strong MS Office skills, and the ability to manage complex international

Qualifications

• 2+ years of executive assistant or comparable administrative experience.
• Experience coordinating international business travel and expenses.
• Strong Microsoft Office Suite experience.
• Ability to handle confidential information with discretion.
• Comfort with AI in daily workflows.
• Thrives in a creative, international, collaborative environment.
• Proactive with the ability to manage multiple tasks.
• Excellent organizational skills with attention to detail.

Responsibilities

• Coordinating complex domestic and international Partner travel, including itinerary changes and disruptions.
• Managing priority, client-facing, and multi-party meetings across time zones, with routine calendar support as needed.
• Drafting correspondence and serving as a point of contact for clients, consultants, vendors, and internal teams.
• Coordinating meeting and workshop logistics, including briefing materials, visitor access, rooms, and catering.
• Preparing and reconciling Partner expenses in Concur and supporting Partner timesheets in CMAP.
• Maintaining Partner preferences, open items, recurring processes, and clear handover documentation.
• Supporting architecture licensure administration and authorized stamping and signing processes as assigned.
• Providing backup support for other Executive Assistants and visiting Partners based on agreed priorities.

Skills

Executive support

Travel coordination

Microsoft Office

Confidentiality

AI in workflows

Multitasking

Organizational skills

Tools

Concur

CMAP

Job description

BIG is a global collective of 800+ architects, engineers, urbanists, inventors, researchers, and business minds based in New York, Copenhagen, Los Angeles, London, and Barcelona. We are infectiously ambitious and united by a shared mission: to shape the world we want to live in and bring the future into form, one project at a time.

We’re seeking an Executive Assistant to support our NYC Partners. You will work closely with the Partners, Project Managers, and the NYC Operations and People teams, as well as administrative colleagues across BIG. Our office culture is creative, fast-moving, and team oriented. We value camaraderie, initiative, and people who are motivated to improve how we work.

Job Requirements

• 2+ years of Executive Assistant or comparable administrative experience, ideally supporting multiple senior leaders
• Experience coordinating complex international business travel, preparing executive expenses, and managing changing priorities
• Strong experience with Microsoft Office Suite
• Communicates clearly, uses sound judgment, and handles confidential information with discretion
• Comfortable incorporating AI into daily workflows
• Enjoys working in a creative, international, and collaborative environment
• Highly proactive and completes multiple tasks with a sense of urgency
• Strong organizational skills, capable of both the big-picture understanding and detail-oriented execution, and calm under pressure

Job Responsibilities

• Coordinating complex domestic and international Partner travel, including itinerary changes and disruptions
• Managing priority, client-facing, and multi-party meetings across time zones, with routine calendar support as needed
• Drafting correspondence and serving as a point of contact for clients, consultants, vendors, and internal teams
• Coordinating meeting and workshop logistics, including briefing materials, visitor access, rooms, and catering
• Preparing and reconciling Partner expenses in Concur and supporting Partner timesheets in CMAP
• Maintaining Partner preferences, open items, recurring processes, and clear handover documentation
• Supporting architecture licensure administration and authorized stamping and signing processes as assigned
• Providing backup support for other Executive Assistants and visiting Partners based on agreed priorities

Job Benefits

• Generous Time Off:Increases over your time at BIG as well as 12 recognized holidays and Winter Break
• Health Benefits: Medical, dental, vision, along with ancillary and disability insurance
• Retirement Savings: 401(k) Plan with 3% company match
• Saving Plans: Flexible spending accounts for health and dependent care
• Family Leave: 2-week pre-birth leave to all expecting parents to get set up for your new family member, generous parental leave, and flexible return-to-work options
• Catered Meals: Catered lunches on Wednesdays
• Staff Entertainment: Friday beers and biannual parties - We're BIG on celebrations!
• Additional perks: Dog friendly office, employee referral bonus, & more!

The salary range for this position is $65,000 - $75,000 depending on experience.

Diversity has been part of our DNA since BIG’s foundation. A multitude of cultures and backgrounds creates a new point of reference which leads to amazing insights. At BIG, we celebrate and support diversity because it makes our team, work and the built environment better. We are proud to be an equal opportunity workplace and take affirmative action to employ equally regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

Salary

65000 - 75000 USD (yearly)