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Gensler · 13 hours ago

Executive Assistant

Washington, DC

Full-time

Onsite

Mid, Senior Level

$70K/yr - $80K/yr

6+ years exp

Gensler is a leading design firm, and they are seeking an Executive Assistant to support leaders in Business Operations. The role involves providing administrative support, managing schedules, and facilitating communication to ensure smooth operations within the firm.

ArchitectureCollaborative ConsumptionConsultingProduct DesignReal EstateSports

H1B Sponsor Likely

Responsibilities

Provide high-level administrative and operational support to a combination of the following regional roles: Operating Officer, Legal Counsel, Marketing Director, and Human Resources Director

Serve as a trusted extension of leadership, exercising sound judgment, professionalism, discretion, and executive presence

Anticipate executive needs, proactively resolve issues, and follow through on commitments

Complete ad hoc and special projects as needed

Support executive-led projects by preparing materials, capturing meeting notes, managing follow-ups, and gathering data from internal systems or key stakeholders

Collaborate with and provide backup support to other Executive Assistants as needed

Own comprehensive calendar and time management for executives, proactively monitoring changes, resolving conflicts, and ensuring leaders are prepared and punctual

Ensure all meetings have a clear agenda, purpose, and required materials; follow up with meeting organizers when meetings are not initiated by leadership

Coordinate on-site, off-site, and virtual meetings, including logistics, room scheduling, technology setup, and post-meeting follow-up

Support regional training and development offerings by coordinating calendars across offices, leadership, presenters, and other relevant stakeholders

Attend meetings as appropriate to stay informed of regional priorities and initiatives

Coordinate detailed domestic and international travel arrangements, proactively resolving and communicating changes or issues

Prepare, submit, and reconcile accurate expense reports in accordance with firm policies

Manage corporate purchasing card (P-Card) activity, including monthly reconciliation, documentation, and compliance

Provide administrative support for budget management, including tracking expenses, monitoring budgets against forecasts, and flagging variances or concerns to leadership

Assist with financial coordination related to meetings, events, travel, and training programs as needed

Screen and manage incoming calls, emails, and messages, prioritizing and directing them appropriately

Manage shared inboxes and calendars, ensuring timely responses and consistent follow-through

Serve as a key point of contact between executives, internal teams, clients, and external partners

Manage information flow efficiently, ensuring executives receive relevant, timely, and well-organized information

Become a steward of our policies and procedures and aim to become a resource for teammates looking for guidance/information about them

Prepare, edit, and format routine and confidential correspondence, reports, presentations, and complex documents

Organize and maintain executive, project, business, and legal files to ensure accuracy, accessibility, and compliance

Manage publication and subscription renewals (e.g., business journals and industry publications)

Gain an understanding of financial reporting systems and pull reports as required to support Finance leadership

Interest in data platforms, data mining, or analytics is a plus

Manage contract review processes, including gathering relevant data, organizing electronic records, proofreading and finalizing documents, and managing deadlines

Support Regional Counsel on project needs for Regional or Firmwide initiatives and legal training sessions, including preparing presentations, meeting notes, and coordinating logistics

Maintain strict confidentiality of sensitive information, correspondence, financial data, and legal materials

Exercise discretion, professionalism, and good judgment in all interactions and communications

Represent leadership and the firm with a high degree of integrity and polish

Qualification

Executive supportCalendar managementTravel coordinationCommunication managementDocument managementOutlookWordExcelSharePointPowerPointGraphic design skillsProfessionalismJudgmentPositive attitudeInitiative

Required

Demonstrate initiative and planning; anticipate manager's needs and stay ‘two steps ahead.'

Serve as a strategic gatekeeper to optimize leadership's time and energy

Produce accurate, high-quality work that meets deadlines

Maintain a positive attitude and professional demeanor that represents Gensler's brand

Demonstrate proficiency in technologies related to your work

Contribute to a positive, engaging work climate

Expert user of Outlook, Word, Excel, SharePoint, and PowerPoint

6-10 years of relevant experience

Preferred

Proficiency with InDesign and graphic design skills for internal presentations

Benefits

Medical

Dental

Vision

Disability

Wellness programs

Flex spending

Paid holidays

Paid time off

401k

Profit sharing

Employee stock ownership

Twice annual bonus opportunities

Reimbursement for certain professional licenses and associated renewals and exam fees

Tuition for certain eligible programs or classes

Company

Gensler

Glassdoor3.9

Gensler is a collaborative design firm that has capabilities in design and architecture across 31 practices.

Founded in 1965

San Francisco, California, USA

5001-10000 employees

http://www.gensler.com

H1B Sponsorship

Gensler has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (67)

2024 (63)

2023 (83)

2022 (103)

2021 (53)

2020 (73)