Executive Assistant

Gensler; San Jose (CA); On-site; USD 100,000 - 120,000; Full time

Job summary

Gensler seeks an Executive Assistant to provide high-level support to an executive known for workplace design and community transformation. This role requires strong communication, multitasking abilities, and 10+ years of relevant experience in a corporate environment. Join Gensler and contribute to impactful, strategic leadership in the architectural field.

Benefits

401(k) and profit sharing

Paid time off and holidays

Tuition reimbursement for eligible programs

Wellness programs

Employee stock ownership

Flexible spending accounts

Annual bonus opportunities

Qualifications

• 10+ years of experience as an Executive Assistant.
• Proficiency in Microsoft Office suite and design tools.
• Strong capacity for multitasking and providing strategic support.

Responsibilities

• Manage complex calendars and email for the executive.
• Coordinate meetings, events, and travel arrangements.
• Maintain client relationships and ensure effective communication.

Skills

Communication

Multitasking

Emotional Intelligence

Attention to Detail

Project Management

Tools

Microsoft Office

InDesign

Illustrator

Photoshop

Job description

Gensler's Northwest Region is looking for an Executive Assistant to provide strategic, high-touch, anticipatory support to an executive who is an award-winning architect and community leader in the greater Northwest Region.

This executive is a seasoned architect and strategic leader specializing in workplace design, organizational transformation, and user-centered environments. As Co-Managing Principal of Gensler’s Northwest region, he oversees offices in San Francisco, San Jose, Oakland, Portland, Seattle, and Vancouver. He is known for his research-driven approach and commitment to creating spaces that enhance employee experience and organizational performance.

This is an exciting opportunity for an administrative professional to leverage their exceptional communications skills and complex coordination chops to elevate the executive support function to meet the executive’s and the firm’s needs over time. You will build a rich and meaningful partnership with this executive, working in a fast-paced environment that will provide, for the right candidate, an opportunity for growth and rewarding relationships throughout the firm and community. This is an in-person position in the San Francisco office.

What You Will Do

• Manage and organize the executive’s highly complex, demanding calendar and email inbox; act as a general deputy of time, fielding internal & external requests, and providing recommendations that reflect business priorities and ensure she has a high impact

• Keep the executive well informed to help facilitate his decision making; handle highly confidential and/or sensitive matters with discretion

• Build and maintain excellent client data and relationships; stay on top of relevant client information; This includes professional, daily communications with both internal and external shareholders with a keen attention to detail

• Prioritize and manage multiple projects simultaneously and follows through on issues in a timely manner

• Plans, arranges and coordinates complex and largest meetings, conferences and special event

• Proactively monitor the need for follow-up meetings and initiate planning as appropriate

• Prepare meeting agendas and decks; attend key meetings to capture, distribute, and track next steps

• Compile and submit accurate timesheets, expense reports as required and reconcile credit card statements monthly

• Address miscellaneous tasks as requested and proactively look for process improvements

• Plan and coordinate travel, including air and ground transportation, hotel reservations, and itineraries

• Provide in-office support to executives, ranging from catering needs to AV assistance

Your Qualifications

• 10+ years of experience as an Executive Assistant supporting executive-level leaders in a corporate environment; experience in the architecture, design, or commercial real estate development/brokerage industries is an advantage

• You are driven to create great experiences for others and have a genuine passion for providing outstanding support

• You practice emotional intelligence to deploy personalized support

• You are at ease yet professional with senior leadership and executives, both internally and externally

• You are a strategic partner in the work that you do at any scale, from mastering calendaring puzzles to being a sounding board for your executive

• You create clarity for others by delivering the right info, at the right time, through compelling communication

• You proactively anticipate the broader impact of everyday decisions & think through the logistics to create efficiencies

• You are agile at a moment’s notice, acting in ambiguity while exercising good judgment and discretion

• You know how to prioritize and multitask against multiple projects and deadlines while having a strong attention to detail and care for the quality of execution

• Strong proficiency with Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint and Teams

• Proficiency with InDesign, Illustrator, and/or Photoshop is ideal to assist in presentation preparation and staying on brand with company identity and level of excellence

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

**The base salary will be estimated between $100,000 to $120,000 plus bonuses and benefits, and contingent on relevant experience.

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 “Well-being Week,” our offices reflect our people’s 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 401 k, 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’s 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.