Executive Assistant to Top Executive at Global Architecture Firm

BCL Search; New York (NY); On-site; USD 85,000 - 110,000; Full time

Job summary

The Global Architecture Firm near Madison Square Park is seeking an Executive Assistant to support its Managing Partner, who also serves as Deputy Chairman. The role is office-based five days a week, within a creative, fast-paced environment, collaborating with senior leaders.

You will manage calendars across time zones, handle inbox, prepare meeting materials, coordinate travel, track expenses, and support strategic initiatives for multi-month projects.

Qualifications

• Undergraduate degree preferred.
• 4-5 years' experience supporting senior executives.
• Strong organizational and project management skills.
• Ability to handle confidential assignments with tact and diplomacy.
• Excellent interpersonal and communication skills; proactive and independent.

Responsibilities

• Manage the Managing Partner's calendar, resolve clashes, and reschedule across time zones.
• Handle inbox and correspondence; prepare meeting materials and summaries.
• Prepare travel itineraries and collect supporting documents.
• Collate expenses and complete weekly timesheets; arrange meals for meetings.
• Track licensure and credits; ensure meeting rooms and tech are ready.
• Prepare briefing materials, minutes, and support strategic initiatives.

Skills

Organizational skills

Project management

Communication

Discretion and judgment

Education

Undergraduate degree

Tools

Microsoft 365

Office software

Job description

Executive Assistant to Top Executive at Global Architecture Firm

• New York, NY

Our client, a global architecture and design firm located by Madison Square Park, is seeking a highly motivated, organized, and proactive Executive Assistant to support its Managing Partner, who also serves as Deputy Chairman. This is an exciting opportunity to work closely with senior leadership in a creative, dynamic, and collaborative environment. The ideal candidate will be a resourceful, and highly organized professional who can anticipate needs, exercise sound judgment, manage competing priorities, and provide seamless executive support. This individual will work closely with principals, department leads, and other senior leaders while taking ownership of day-to-day administrative responsibilities and longer-term business initiatives.

This role is in the office, 5x/week.

Responsibilities:

Executive Support

• Manage the Managing Partner's calendar, proactively resolving daily clashes and rescheduling meetings across multiple time zones. Prioritize competing commitments and anticipate needs.
• Manage the Managing Partner's inbox and correspondence, communicating with colleagues and clients on their behalf and following up on open items.
• Maintain their contact database and prepare advance materials for each meeting (agendas, relevant bios, history) and summaries of prior actions so that they arrive fully briefed.
• Produce comprehensive travel itineraries that combine flights, accommodation, visas, and travel documentation with a full schedule of meetings, including purpose, attendees, and preparatory materials.
• Collate the Managing Partner's expenses for submission to Finance in accordance with company policy, and complete weekly timesheets.
• Arrange lunches and catering for the Managing Partner's meetings.
• Track and maintain state architecture licensure and AIA credits.
• Confirm in advance that meeting rooms and the required technology for the Managing Partner's meetings are booked, functioning, and set up alongside Administration, Facilities, and IT.

Project Management & Business Initiatives

• Coordinate and track independent projects and business initiatives on behalf of the Managing Partner, managing timelines, deliverables, and follow-ups over a multi-month horizon. Liaise with department leads to move initiatives forward.
• Prepare briefing materials, presentations, reports, and meeting agendas; take minutes and track action items.
• Support strategic planning, research, and special projects as assigned.
• Serve as administrator to the firm's interiors entity, including all board agendas and tracking actions.

Requirements:

• Undergraduate degree preferred.
• 4-5 years' of relevant experience, including sustained support to senior executives and navigating full business cycles and complex situations.
• Strong organizational, project management, and problem-solving skills with excellentmulti-tasking, including a longer-term view alongside the day-to-day.
• A genuine commitment to organization and follow-through: consistent closure on every request.
• Strong judgment and the ability to anticipate needs and adapt to an executive's working style. Ability to handle confidential assignments with tact and diplomacy.
• Excellent interpersonal skills; able to adapt to different styles and build trust with external contacts on the Managing Partner's behalf.
• Intellectual curiosity and an open, teachable mindset; comfortable learning new tools and systems.
• Strong written and verbal communication skills.
• Able to use initiative and work independently with little guidance.
• Expertise in Microsoft 365.

Salary:

$85-$110K (DOE) + Profit Share + Excellent Benefits

Hours:

9:00am-6:00pm w/ flexibility.In office 5 days per week.