Executive Assistant

Executive Assistant

Gensler office is looking for a temporary experienced Executive Assistant to provide vital administrative support to the Office Managing Directors. This role supports two Managing Directors with all administrative needs including: calendar and schedule management, answering phones, travel arrangements, expenses and timesheets, meeting preparation and correspondence. The right candidate must excel in a very fast-paced and high-pressure environment while providing exemplary executive administrative support.

Deliver consistent and all-inclusive support to Office Managing Directors (timesheet reports, insurance claims, business or personal related tasks)

Extensive calendar and time management; ensures Office Managing Directors are on time and prepared for meetings; consistently reviews calendar and proactively makes changes

Coordinates complex travel reservations (domestic and international) and generates detailed travel itineraries; Completes early check ins (over the weekends if necessary); Ensures that any travel changes or problems are resolved and communicated

Manages Office Managing Directors' involvement in external boards, coordinates participation and plans events and proper meeting set ups as needed (including food & beverages coordination if needed)

Screens incoming client or internal/external office calls and handles accordingly

Handles a high volume of confidential and sensitive information, maintaining confidentiality of all organizational information

Manages competing priorities and multiple projects simultaneously, following through on issues in a timely manner

Builds and maintains excellent relationships with internal and external clients; stays on top of relevant client information

Coordinates details and tracks all attendance relating to professional memberships, licenses, community relations, civic and social responsibilities, and personal obligations

Management of the CFIA APC for changes or registration of inspectors, projects and respective payments of the managing directors

Compiles and submits accurate expense reports promptly

Collects, registers in the system and files invoices of the P-card purchases; Send them to the Finance Department and ensure the correct use of it

Ensures Client Relations Management database and Outlook contacts are up to date and accurate

Assists with marketing efforts as needed; creating or updating presentations, newsletters and quarterly mailings, or as required

Provides support and coordinates business/clients meetings and other arrangements (transportation/reservations, etc.) during Regional Managing Principal or Board of Directors visits to Costa Rica office

Assists/covers LATAM Regional Managing's executive assistant

Backup as receptionist is needed

Performs additional administrative tasks as required

Bachelor's degree and minimum 6+ years' experience as an Executive Assistant supporting Executive-level management in a fast-paced corporate environment

Highly proficient in MS Office (Word, Excel, PowerPoint, Outlook)

Legally authorized to work in Costa Rica preferred

Knowledge of Adobe Creative Suite, particularly InDesign a plus

Ability to keep matters confidential and possess a calm demeanor; capable of consistently maintaining a high level of composure and job focus

High level of professionalism; excellent written and verbal communications skills

Strong organizational skills and attention to detail

Adaptable; ability to anticipate needs

Strong analytical skills and creative thinking capabilities

Effective priority and time management skills

Ability to excel in a fast-paced, high-pressure environment

Ability to communicate and interact effectively with all levels of management

Exceptional customer service skill