Assistant to Managing Directors

Description

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

Requirements

• Bachelor’s degree preferred, but passion, initiative, and curiosity are most important.
• Excellent communication skills, both written and visual; confident working across all levels of a firm.
• Skilled at juggling multiple priorities while maintaining composure and attention to detail.
• Highly organized, resourceful, and proactive, with a knack for anticipating needs and staying several steps ahead.
• 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.
• Strong business and design sensibility with proficiency in Microsoft Office and Adobe InDesign (experience with Notion, Miro, or similar tools is a plus).

Benefits

• The base salary will be estimated between $85,000-$110,000 plus bonuses and benefits and contingent on relevant experience.

Training + Development

Interview process

Visa Sponsorship

Security clearance