Project Coordinator

Jobtailor; California (MO); On-site; USD 60,000 - 90,000; Full time

Job summary

Gensler in the United States is seeking an experienced coordinator to support the Co-CEOs, COO, and Director of Strategic Initiatives. You will manage cross-functional projects, prepare materials, and ensure timely communications across leadership.

The role requires discretion, strong writing skills, and the ability to balance fast-paced priorities. You will create templates, track milestones, and help coordinate leadership meetings and strategic plans across the firm.

Qualifications

• Bachelor's degree required.
• 3–5 years of experience in project coordination, program management, or internal communications.
• Strong written and verbal communication skills.
• Ability to synthesize information into clear deliverables.
• Experience supporting senior leaders with discretion and responsiveness.

Responsibilities

• Maintain professionalism and discretion when handling confidential information and senior leadership.
• Act as an extension of the Co-CEOs and support leadership across initiatives.
• Create templates and tools to track strategic initiatives.
• Draft emails, agendas, presentations, and executive summaries.
• Coordinate projects, timelines, and stakeholder communications.

Skills

Project coordination

Internal communications

Executive support

Stakeholder management

Discretion & professionalism

Education

Bachelor's degree

Tools

Microsoft Office

Adobe Creative Suite

AI prompting

Job description

• Maintain professionalism and discretion while working with confidential information and senior leadership.
• Act as an extension of the Co-CEOs, serve as a trusted advisor, and represent the Hub with professionalism, discretion, and the values that define the Gensler brand.
• Support the Co-CEOs, COO and Director of Strategic Initiatives in coordinating projects and initiatives that advance firm priorities.
• Create templates and tools to track strategic initiatives that drive organizational growth and transformation.
• Create and manage project plans, timelines, and stakeholder communications and track decisions, commitments, and action items from leadership meetings to ensure initiatives progress as planned.
• Draft emails, agendas, presentations, talking points, meeting materials, executive summaries, and internal communications.
• Send communication material prior to various meetings and calls.
• Support the strategic planning and leadership pipeline process and leadership meetings, retreats, and firmwide gatherings by helping develop agendas, content flow, key messages, presentations, and follow-up actions to drive messaging deeper into the organization.
• Partner with Executive Communications, Travel & Meetings, and other teams to ensure leadership messaging remains consistent across firm engagement opportunities.
• Help create continuity between meetings, initiatives, and communications so important priorities are reinforced over time rather than communicated as one-time events.
• Help drive change management efforts through communication planning, stakeholder engagement, adoption tracking, and feedback collection to ensure successful transitions.
• Identify opportunities to improve coordination, communication, and consistency across leadership initiatives.
• Conduct research and analysis to inform strategic decision-making on key projects.
• Handle a variety of operational and administrative tasks in support of leadership priorities, demonstrating flexibility and a willingness to contribute wherever needed.
• Work closely with Executive Assistants (EAs) to maintain visibility into the Co-CEOs’ calendars/engagements and help connect with Executive Communications for upcoming needs.
• Build strong relationships with RMPS, OMDs, Executive Communications, Travel & Meetings, Research Institute, Marketing, Hub & Community Teams to facilitate collaboration and information sharing to improve alignment and visibility.

Requirements

• Bachelor's degree required.
• 3–5 years of experience in project coordination, program management, internal communications, organizational effectiveness, operations, event content management, or a related field.
• Experience managing multiple projects simultaneously with exceptional organizational skills, attention to detail and follow-through.
• Strong written and verbal communication skills, including experience preparing presentations, meeting materials, and executive communications.
• Ability to synthesize information into clear deliverables for diverse audiences.
• Adept at thriving in a fast-paced environment with shifting priorities and deadlines.
• Demonstrated ability to build relationships and collaborate with individuals at all levels of an organization.
• Comfortable supporting senior leaders with professionalism, responsiveness, and discretion.
• Poise to be able to engage with senior leadership across the firm, as well as with clients and other external organizations.
• Self-starter who is resourceful, adaptable, and willing to take ownership of both large initiatives and day-to-day tasks.
• Interest and curiosity to build skills in organizational communication, leadership engagement, and change management.
• Microsoft Suite skills required, Adobe Suite skills preferred, and skilled at experimenting with AI prompts with excitement to explore AI’s potential.