Executive Assistant

Perkins&Will; New York (NY); Hybrid; USD 82,000 - 95,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Wellness programs

Mental health support

Short-term disability

Long-term disability

Life insurance

401(k) retirement plan

Paid time off

Hybrid work model

Professional development stipend

Performance-based bonuses

Studio initiatives and events

Affinity groups

Leadership development opportunities

Job summary

Perkins&Will in New York is seeking an experienced Administrative Professional to support the Managing Director and senior leadership. You will manage calendars, schedule meetings, arrange travel, and prepare materials for executive discussions.

The role requires strong communication, discretion, and a proactive approach. A hybrid work environment is offered with competitive compensation.

Qualifications

• Minimum 5+ years of administrative support experience.
• Experience supporting senior leaders or executives preferred.
• Notary Public or willingness to obtain preferred.

Responsibilities

• Provide comprehensive administrative support to the Managing Director and senior leadership in the New York studio.
• Coordinate calendars, meetings, and travel arrangements with prioritization.
• Screen calls, emails, and correspondence; respond on behalf of senior leaders when needed.
• Prepare agendas, materials and presentations; take and distribute meeting minutes.

Skills

Verbal communication

Written communication

Graphic skills

Professionalism

Confidentiality

Education

Associate or bachelor's degree

Notary Public preferred

Tools

Microsoft Office

Adobe InDesign

Job description

Responsibilities

• Provide comprehensive administrative support to Managing Director, Kate Thatcher, and to the senior leadership team in our New York studio.
• Coordinate and manage calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal time management and prioritization.
• Serve as the primary point of contact for internal and external stakeholders, screen and direct phone calls, emails, and correspondence, and respond on behalf of the senior leader when necessary.
• Prepare agendas, materials, and presentations for meetings, take meeting minutes, and distribute them to relevant parties when necessary.
• Arrange meeting logistics, including booking venues, coordinating catering, and setting up audio-visual equipment.
• Arrange travel arrangements, including flights, accommodations, and ground transportation, for senior leaders and occasionally other team members as required.
• Draft, proofread, and format reports, presentations, and other business documents. Conduct research and gather relevant information to support the senior leaders in decision-making.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Build and maintain positive relationships with internal and external stakeholders, including clients, board members, and staff, to ensure effective collaboration and communication.
• Review, track, and reconcile expense reports, ensuring adherence to company policies and procedures.
• Assist with special projects, research initiatives, and ad hoc tasks as assigned by the senior leaders, demonstrating flexibility and willingness to go above and beyond.
• Track and coordinate senior leaders' continuing education and maintain all professional licenses.
• Provide support to the Talent Manager and/or Office Coordinator. Provide support in recruitment, on-boarding coordination, and record keeping. Assist with publishing job postings and coordinating interviews. Organize career fairs and ensure firm representatives are prepared for attendance at fairs.
• Provide general administrative support, including filing, data entry, organizing documents and other tasks as required.

Typical Years of Requisite Experience

5+ years

Critical Technical Skills and Certifications

Proficiencies

• Strong verbal and written communication skills
• Strong graphic skills
• High levels of professionalism and confidentiality

Software

• Advanced knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Adobe In-Design (Preferred, not required)

Licensure/Certifications/Education

• Associate or bachelor's degree preferred
• Notary Public preferred

Our Offerings

At Perkins&Will, we are committed to supporting the well-being and growth of our team members. We offer a comprehensive benefits package that includes:

• Medical, dental, and vision insurance
• Wellness programs and mental health support
• Short- and long-term disability (STD/LTD)
• Life insurance
• 401(k) retirement plan
• Generous paid time off (PTO)

Our employee experience is enriched by a hybrid and flexible work environment, enabled by advanced technology and collaborative tools. Our hybrid model will empower you to balance your life and work commitments.

We also provide

• A professional development stipend and dedicated time for continuing education
• Performance-based bonuses
• Engaging studio initiatives and events
• Active firmwide affinity groups and leadership development opportunities

Salary Range Information

We foster a culture that is diverse and inclusive and strive for pay practices that are fair, and competitive and reflect our commitment to pay equity. Our compensation decisions include but are not limited to a candidate’s qualifications including skill sets, education, experience and training, licensure and certifications credentials if applicable, and business-related factors. This practice extends to all employees, including performance considerations for merit increases, job promotions, and transfer opportunities. We additionally review our pay practices, conduct pay equity audits, and ensure our managers are trained in our pay practices on an annual basis. At the time of posting this job advertisement, the annual pay salary range for this position in New York is between $82,000 and $95,000.

Justice, Equity, Diversity & Inclusion

At Perkins&Will we believe that inclusion spurs creativity and that innovation is born from an engaged culture of diverse people + ideas.By moving beyond barriers and stereotypes of gender, race, color, religion, national origin, ancestry, age, medical condition, disability, sexual orientation, gender identity, veteran status; we are committed to building an organization that reflects the diversity of the communities and clients we serve. "Design has the power to inspire joy, uplift lives, and strengthen the spirit of community."

Equal Employment Opportunity Statement

Perkins&Will has established and adopted an Equal Employment Opportunity Employment policy (“EEO”), which is part of the Company’s Human Resources Policy. The purpose of this EEO policy is to ensure that all employment decisions are made on a non-discriminatory basis, and without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity or expression, gender reassignment, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law. In some cases, local laws and regulations may provide greater protections than those outlined here and employees will be covered by the laws of their local jurisdiction.

Pay Transparency Nondiscrimination Provision

Perkins&Will will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish