Executive Assistant

Executive Assistant

Gensler, an award-winning architecture and design firm, is seeking a highly skilled Executive Assistant to provide exceptional support to our Chicago Office Co-Regional Managing Principal (Rmp). This pivotal role requires a proactive, savvy professional who will act as a trusted partner, optimizing the leader's time and effectiveness so they can focus on high-priority strategic initiatives.

The ideal candidate will possess superior organizational and software skills, with the ability to seamlessly manage and prioritize shifting demands, negotiate complex schedules, and anticipate the needs of the leader. This individual will interact with clients and staff across all levels of the organization and must bring a collaborative spirit, a calm, approachable demeanor, and a warm, yet unflappable presence. A hospitality mindset and the ability to thrive in a fast-paced environment will be key to success in this role.

What You Will Do

• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Extensive calendar and time management; ensure Rmp is on time and prepared for meetings; consistently reviewing calendar for changes
• Build and maintain excellent relationships; stay on top of relevant client information
• Liaise with business operations (hr, finance, it) and studio coordinators to support business/people needs
• Ensure crm database and outlook contacts are up to date and accurate
• Coordinate on-site meetings, including set-up and clean-up for meetings led by the rmp
• Demonstrate exceptional event hosting and coordination skills, ensuring a welcoming and memorable experience for guests. Go above and beyond to execute high-touch, personalized events that reflect the firm's values and culture
• Responsible for the flow of contract and proposal review for projects connected to rmp, ensuring timely preparation and issuance
• Organize project files and spreadsheets relating to correspondence with the clients and consultants
• Prepare both routine and confidential correspondence, reports, presentations, and other complex documents
• Assist with incoming and outgoing communications, using professional judgment and discretion to take action on items requiring follow up
• Screen incoming calls and handle accordingly
• Manage professional memberships, community & civic engagement, as well as social/personal commitments
• Make and manage complex travel plans for rmp as requested
• Compile and submit accurate expense reports and reconcile credit card statements monthly on behalf of rmp
• Complete and submit timesheets for rmp weekly
• Assist with marketing efforts as required
• Handle miscellaneous tasks as requested by rmp
• Provide back up support for office leadership and ea's as needed.

Your Qualifications

• 10+ years of experience as an executive administrative assistant supporting senior leadership in a fast-paced environment; experience in the architecture, design or commercial real estate development/brokerage industries helpful
• Bachelor's degree preferred
• Possess strong initiative and expert planning skills
• Proactive and able to keenly anticipate executive's needs
• Professional and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality, and focus
• Proven ability to host and coordinate events with a focus on creating a welcoming, high-touch experience for guests
• Excellent verbal and written 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
• Resilient, fun, uniquely human, high energy