Executive Assistant

Overview

Provides strategic executive support, content creation, and operations for Gensler's MDs.

Key Responsibilities

• lead tracking
• presentation design
• calendar management
• expense management
• social media
• initiative tracking

Tasks

-Maintain tracking systems for pursuits and active leads, ensuring visibility into business development efforts. -Act as a thoughtful gatekeeper between staff and the Managing Directors, balancing accessibility with time and priority management. -Coordinate Managing Director travel, including detailed itineraries, reservations, and contingency planning. -Partner with the Office Manager and studio coordinators to plan leadership meetings, studio events, and client gatherings. -Design and produce visuals in PowerPoint and Adobe InDesign. -Collaborate on office-wide communications, newsletters, and internal events that strengthen culture and brand. -Coordinate leadership meetings, plan agendas, and synthesize outcomes into clear follow-up actions. -Manage expense reports for both Managing Directors, ensuring accuracy and timely submission. -Maintain organized files for projects, business development, and leadership communications. -Support the Managing Directors in tracking expenses, managing invoices, and compiling financial projections or summaries when needed. -Create and refine presentation decks, internal updates, and executive communications that reflect the Gensler brand and level of excellence. -Support marketing and storytelling efforts by coordinating content, photography, and thought leadership posts. -Develop and support social media content creation to extend the office’s and Managing Directors’ presence, including post planning, copywriting, and asset coordination. -Assist with drafting client communications, proposals, and presentations. -Track key initiatives, priorities, and commitments across business development, project work, and internal leadership. -Manage dynamic calendars for both Managing Directors, anticipate conflicts, and adjust with discretion and diplomacy. -Help prepare and edit materials for leadership speaking engagements, community events, and client-facing presentations. -Take minimal direction and independently move tasks forward with accuracy, polish, and strong follow-through. -Anticipate roadblocks, identify what needs attention before it becomes urgent, and recommend solutions. -Help reframe short-term requests through the lens of long-term studio goals, connecting back to Gensler’s mission and values. -Help monitor proposals and project pipelines to inform quarterly forecasting and leadership planning. -Prepare notes for Managing Director and leadership meetings

Requirements

• adobe indesign
• microsoft office
• notion
• bachelor's
• 5-10 years
• proactive

What You Bring

-Strong business and design sensibility with proficiency in Microsoft Office and Adobe InDesign (experience with Notion, Miro, or similar tools is a plus). -Skilled at juggling multiple priorities while maintaining composure and attention to detail. -Excellent communication skills, both written and visual; confident working across all levels of a firm. -Bachelor’s degree preferred, but passion, initiative, and curiosity are most important. -5 to 10 years of experience supporting executives or creative leaders, ideally in architecture, design, or related creative industries. -Professional, positive, and approachable presence that reflects the tone and culture of Gensler Silicon Valley. -Highly organized, resourceful, and proactive, with a knack for anticipating needs and staying several steps ahead.

People Also Searched For

About Gensler

-Committed to creating impactful environments through design and architecture. -Operates at the intersection of architecture, design, and strategy to shape inspiring spaces worldwide. -Renowned for its collaborative approach, delivering innovative solutions across industries. -Known for transforming cities with urban planning expertise and enhancing user experiences through interior design. -Portfolio includes high-profile commercial skyscrapers, cutting-edge residential developments, and dynamic mixed-use spaces. -A pioneer in embracing new technologies and integrating sustainable practices to create future-ready environments. -Designs for Fortune 500 companies and cultural institutions, blending functionality with aesthetic appeal. -Iconic projects include the Salesforce Tower in San Francisco and the Shanghai Tower in China.

Sector Specialisms