Office Manager & Executive Assistant

ZGF Architects; Washington (District of Columbia); On-site; USD 104,000 - 122,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

HSA with employer contribution

401(k) with employer match

4 weeks PTO

10 paid holidays per year

Parental and family leave programs

Job summary

ZGF Architects in Washington, DC seeks an experienced Office Manager + Executive Assistant to join our team. This dual-role position combines day-to-day office operations with high-level administrative support to the Office Managing Partner and Design Partner, reflecting our commitment to an exceptional workplace experience.

The successful candidate will lead facilities, manage vendor relationships, coordinate events, and maintain calendars across domestic and international travel, while

Qualifications

• Demonstrated experience in office management and operations.
• Significant experience providing executive-level administrative support to senior leadership or Partners.
• Minimum Bachelor’s degree preferred
• Strong leadership, organizational, and prioritization skills.
• Professional and articulate communicator with staff, consultants, clients, and vendors.
• Demonstrated ability to maintain a high level of confidentiality and discretion.
• Ability to work independently, exercise sound judgment, and manage multiple priorities with minimal supervision.
• Proficiency in Microsoft Office Suite, with advanced proficiency in Outlook, Teams, Word, and Excel.
• Prior experience in a design, architecture, or engineering professional services environment preferred but not required.
• Knowledge of architectural/engineering terminology a plus.

Responsibilities

• Oversee day-to-day office management, facilities, vendor relationships, and office operations.
• Provide high-level executive support to the Office Managing Partner and Design Partner, manage calendars and travel.

Skills

Office management

Executive support to senior leadership

Leadership

Organizational skills

Communication

Confidentiality

Independence

Microsoft Office

Architecture/Engineering terminology

Education

Bachelor’s degree preferred

Tools

Outlook

Teams

Excel

Microsoft Office

Job description

Overview

ZGF Architects is seeking an experienced, highly capable administrative professional to join our team as Office Manager + Executive Assistant in our Washington, DC office. This is a dual-role position that combines responsibility for day-to-day office operations with executive-level administrative support to the Office Managing Partner and Design Partner. We are looking for a self-directed, solutions-oriented individual who excels in collaboration and communication, embodies a strong hospitality mindset, and can balance high-level executive support with operational leadership. This role supports design excellence, business operations, and an exceptional workplace experience for staff and visitors.

Responsibilities

• Office Manager responsibilities: oversee day-to-day office management and operations, including facilities, building management, and vendor relationships; maintain the aesthetic, functionality, safety, and security of the office environment; coordinate with building management and service providers to ensure the office is clean, functional, and well supported; manage and lead the local administration team with accountability for training, workload oversight, performance feedback, and alignment with firmwide administrative standards; manage and coordinate office-wide functions, events, and internal gatherings; communicate and positively influence compliance with firm policies and procedures; develop and track the annual administrative budget in collaboration with office leadership and firmwide teams; review and approve timesheets and expenses related to office overhead; create, maintain, and communicate the office emergency preparedness plan; lead or participate in the Safety Committee; collaborate with firmwide administrative leadership to identify efficiencies, create standards, and ensure consistent practices across offices
• Executive Assistant responsibilities: provide high-level executive assistance to the Office Managing Partner and Design Partner as a trusted extension of leadership; proactively increase Partner capacity by managing priorities, anticipating needs, and exercising discretion and independent judgment; maintain complex calendars and schedules, coordinating business, project, and marketing-related meetings and logistics; evaluate and respond on behalf of leadership to requests, balancing competing priorities across projects and offices; coordinate domestic and international travel arrangements in alignment with ZGF travel policy, including flights, lodging, ground transportation, and visas where applicable; prepare expense reports and timesheets for Partners; track Partner licensing and continuing education requirements; represent leadership professionally with clients, consultants, vendors, and the public; provide backup support to front desk and collaborate with other Executive Assistants and Project Administrators as needed

Qualifications

• Demonstrated experience in office management and office operations
• Significant experience providing executive-level administrative support, preferably to senior leadership or Partners
• Minimum Bachelor’s degree preferred
• Strong leadership, organizational, and prioritization skills
• Professional and articulate communicator with the ability to engage effectively with staff, consultants, clients, and vendors
• Demonstrated ability to maintain a high level of confidentiality and discretion related to project, business, and personnel matters
• Ability to work independently, exercise sound judgment, and manage multiple priorities with minimal supervision
• Proficiency in Microsoft Office Suite, with advanced proficiency in Outlook, Teams, Word, and Excel
• Demonstrated ability to quickly learn and adopt new computer applications, with strong overall comfort leveraging technology to improve efficiency and workflows
• Prior experience in a design, architecture, or engineering professional services environment preferred but not required
• Knowledge of architectural/engineering terminology a plus

Base Salary Range

$104,000 - $122,000 annually, depending on skills and experience.

Benefits

ZGF employees enjoy medical, dental, and vision coverage with a generous employer contribution; an HSA with employer contribution; a 401(k) with employer match; four weeks of PTO; 10 paid holidays per year; and paid parental and family leave programs.

Apply With

• Cover Letter
• Resume

Equal Opportunity and Inclusion

We are committed to fostering a diverse, inclusive, and welcoming workplace. We celebrate the unique qualities and perspectives that each individual brings to our team. We encourage applicants of all backgrounds and identities to apply. We consider qualified candidates regardless of age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

If you’re ready to contribute to meaningful work, we invite you to submit your cover letter and resume online.