What are the responsibilities and job description for the Executive Assistant position at Gensler?
Your Role
Gensler's Austin office is seeking an Executive Assistant with AEC industry-related experience to provide vital administrative support to the office's Managing Director. You will be a business partner to the Managing Director through top notch calendar and travel management, client relations, contracts and proposals, superior software skills and the ability to consistently anticipate/understand the Managing Director's needs and then taking appropriate action.
What You Will Do
Responsible for the flow of contract and proposal review for projects connected to the Managing Directors, ensuring timely preparation and issuance
Organize project files and spreadsheets relating to correspondence with the clients and consultants
Prepares both routine and confidential correspondence, reports, presentations and other complex documents
Builds and maintains excellent client relationships; stays on top of relevant client information
Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner
Communicates and handles incoming and outgoing emails; uses professional judgment and discretion to take action on items requiring follow up
Extensive calendar and time management; ensures that Managing Directos is on time and prepared for meetings; consistently reviews calendar for changes
Coordinates detailed travel reservations and oversees that changes or problems are resolved and communicated
Coordinates on-site meetings, meeting set-up and clean-up for meetings led by the Managing Director
Screens incoming calls and handles accordingly
Ensures CRM database and Outlook Contacts are up to date and accurate
Coordinates attendance/details relating to professional memberships, community relations, civic responsibilities and social and/or personal obligations
Compiles and submits accurate time and expense reports as required and reconciles credit card statements monthly
Assists with marketing efforts as required
Addresses miscellaneous tasks as requested or designated by Managing Director
Your Qualifications
Minimum 6 years of experience as an Executive Administrative Assistant supporting Executive-Level Management in a fast-paced corporate environment; experience in the architecture, design or commercial real estate development/brokerage industries strongly preferred
Ability to be present in the office in order to effectively establish relationships, collaborate, and support leaders
Experience managing and developing a team of matrixed employees
Experience drafting and reviewing contracts for architectural and consultant services
Demonstrates initiative and planning; capable of anticipating a manager's needs and staying "two steps ahead"
Professional appearance and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality and job focus
Excellent verbal and communication skills
Strong problem solving, prioritizing, organizational and time management skills
Ability to work independently with minimal guidance
Strong proficiency with Microsoft Office suite including Word, Excel, and PowerPoint; proficiency with InDesign, Illustrator and/or Photoshop preferred
Life at Gensler
Gensler is committed to Diversity, Equity and Inclusion . Through our Five Strategies to Fight Racism, we continue to create a just and equitable future for our colleagues and our communities with our clients. We are a solid voice for social change as we impact people’s lives and fight racism. At Gensler, we celebrate diversity and are committed to creating an inclusive workplace environment.
As a people-first organization, 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 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities.
