Executive Assistant

Executive Assistant

We are a collective of designers and changemakers. Our Boston studio is looking for an organized and collaborative Executive Assistant to join our team of 130+ colleagues! The person will be working with and supporting the Managing Director and other leaders in the studio. This is a role for someone who enjoys being at the center of a collaborative team and takes pride in making things happen behind the scenes. If you love structure, creativity, and being an essential part of a design-driven environment, we'd love to meet you.

As an Executive Assistant, you will be:

• Responsible for providing comprehensive administrative support to the senior leadership team in our Boston studio.
• Coordinate and manage calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal time management and prioritization.
• Serve as the primary point of contact for internal and external stakeholders, screen and direct phone calls, emails, and correspondence, and respond on behalf of the senior leader when necessary.
• Prepare agendas, materials, and presentations for meetings, take meeting minutes, and distribute them to relevant parties when necessary.
• Arrange meeting logistics, including booking venues, coordinating catering, and setting up audio-visual equipment.
• Arrange travel arrangements, including flights, accommodations, and ground transportation, for senior leaders and occasionally other team members as required.
• Draft, proofread, and format reports, presentations, and other business documents. Conduct research and gather relevant information to support the senior leaders in decision-making.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Build and maintain positive relationships with internal and external stakeholders, including clients, board members, and staff, to ensure effective collaboration and communication.
• Review, track, and reconcile expense reports, ensuring adherence to company policies and procedures.
• Assist with special projects, research initiatives, and ad hoc tasks as assigned by the senior leaders, demonstrating flexibility and willingness to go above and beyond.
• Track and coordinate senior leaders' continuing education and maintain all professional licenses.
• Provide support to the Talent Manager and/or Office Coordinator. Provide support in recruitment, on-boarding coordination, and record keeping. Assist with publishing job postings and coordinating interviews. Organize career fairs and ensure firm representatives are prepared for attendance at fairs.
• Provide general administrative support, including filing, data entry, organizing documents and other tasks as required.

High-level Summary of Critical, Baseline Technical Skills and Certifications

Proficiencies

• Strong verbal and written communication skills
• Strong graphic skills
• High levels of professionalism and confidentiality

Software

• Advanced knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Adobe In-Design (Preferred, not required)

Licensure/Certifications/Education

• Associate or bachelor's degree preferred
• Notary Public preferred

Salary Range Information

We foster a culture that is diverse and inclusive and strive for pay practices that are fair, and competitive and reflect our commitment to pay equity. Our compensation decisions include but are not limited to a candidate's qualifications including skill sets, education, experience and training, licensure and certifications credentials if applicable, and business-related factors. This practice extends to all employees, including performance considerations for merit increases, job promotions, and transfer opportunities. We additionally review our pay practices, conduct pay equity audits, and ensure our managers are trained in our pay practices on an annual basis. At the time of posting this job advertisement, the annual pay salary range for this position in Boston is between $78,900 and $100,700.

Justice, Equity, Diversity & Inclusion

At Perkins&Will we believe that inclusion spurs creativity and that innovation is born from an engaged culture of diverse people + ideas. By moving beyond barriers and stereotypes of gender, race, color, religion, national origin, ancestry, age, medical condition, disability, sexual orientation, gender identity, veteran status; we are committed to building an organization that reflects the diversity of the communities and clients we serve.

Design has the power to inspire joy, uplift lives, and strengthen the spirit of community.

Equal Employment Opportunity Statement

Perkins&Will has established and adopted an Equal Employment Opportunity Employment policy ("EEO"), which is part of the Company's Human Resources Policy. The purpose of this EEO policy is to ensure that all employment decisions are made on a non-discriminatory basis, and without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity or expression, gender reassignment, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law. In some cases, local laws and regulations may provide greater protections than those outlined here and employees will be covered by the laws of their local jurisdiction.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.