Office Manager & Executive Assistant

ZGF Architects LLP; Washington, Northern (District of Columbia, KY); Hybrid; USD 104,000 - 122,000; Full time

Job summary

ZGF Architects LLP in Washington, DC is seeking an experienced Office Manager + Executive Assistant to support the Office Managing Partner and Design Partner. This dual-role position blends daily office operations with high-level executive coordination to enable design excellence and a seamless workplace experience.

Responsibilities cover facilities, vendor management, calendar control, travel arrangements, budget oversight, and event planning, while providing confidential, proactive support to

Qualifications

• Demonstrated experience in office management and operations.
• Executive-level administrative support experience to senior leadership or partners.
• Strong leadership, organizational, and prioritization skills.
• Professional communicator with ability to engage wide range of staff, clients, vendors.
• Maintain confidentiality and discretion on projects and personnel.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office; advanced Outlook/Teams/Word/Excel.
• Experience in design/architecture/engineering professional services preferred.

Responsibilities

• Oversee day-to-day office operations, facilities, building management, and vendor relationships.
• Maintain office aesthetics, safety, and security.
• Coordinate with building management to keep office clean and supported.
• Lead the local administration team, including training and workload oversight.
• Manage office-wide events and internal gatherings.
• Ensure policy compliance across the office.
• Develop and track the annual administrative budget with leadership.
• Review and approve timesheets and expenses related to office overhead.
• Create and maintain the office emergency preparedness plan; participate in Safety Committee.
• Collaborate with firmwide admin leadership to standardize practices across offices.
• Provide high-level executive support: manage calendars, travel, expense reports.
• Proactively prioritize needs, manage competing requests, exercise discretion.
• Represent leadership professionally with clients, vendors, and the public.
• Back-up support to front desk and collaborate with other EAs and Project Admins.

Skills

Office management

Executive support

Leadership

Organization

Communication

Confidentiality

Independent work

Microsoft Office

Tools

Microsoft Office Suite

Outlook

Teams

Word

Excel

Job description

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 seamlessly balance high-level executive support with operational leadership. This role plays a key part in supporting design excellence, business operations, and an exceptional workplace experience for staff and visitors.

As Office Manager, you will:

• 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, ensuring clarity and understanding across the office
• 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

As Executive Assistant, you will:

• Provide high-level executive assistance to the Office Managing Partner and Design Partner, functioning 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 in a timely and accurate manner
• 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
• Strong leadership, organizational, and prioritization skills
• Professional and articulate communicator with the ability to engage effectively with a wide range of 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.

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.

ZGF Architects is committed to fostering a diverse, inclusive, and welcoming workplace. As an equal opportunity employer, we celebrate the unique qualities and perspectives that each individual brings to our team. We encourage applicants of all backgrounds, experiences, and identities to apply. 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, we are excited to consider qualified candidates.