Executive Assistant & Project Coordinator,

Kilroy Realty•Los Angeles, CA

1d•Onsite

About The Position

This position will be employed by Kilroy Realty, L.P. We are seeking a highly organized and proactive individual to fill the role of Assistant to the Senior Vice President of Kilroy’s creative STUDIO. STUDIO is Kilroy’s creative department that oversees art, architectural design, interior design, graphic design, branding, and environmental wayfinding. The team consists of both internal and external members, including an exclusive consultant partnership with DPA, which includes the role of our Creative Consultant. As the assistant to the SVP, you will play a crucial role in supporting their day-to-day activities and ensuring efficient operations within the Kilroy and STUDIO team. This position requires a detail-oriented individual with excellent communication and time-management skills, who can prioritize tasks and take a proactive approach within the team’s operations. If you thrive in a dynamic environment and are eager to contribute to the success of our creative team, we encourage you to apply for this assistant position.

Requirements

Bachelor’s degree
Three to five years of prior experience supporting senior management or a team.
Excellent written and verbal communication
Strong time-management and prioritization skills; with experience managing rapidly changing travel schedules with a high number of
Should have a high level of discretion, confidentiality, professionalism and be customer service
Detail-oriented with excellent organizational
Resourceful self-starter with a proactive, dynamic, can-do attitude, able to be flexible when needs change.
Ability to multitask effectively in a fast-paced
Proficiency in Microsoft Office Suite and Adobe Creative Suite (helpful if familiar with Asana and BlueBeam).
A team player capable of cultivating productive working relationships across the company, including interacting with Senior

Nice To Haves

Familiarity with Asana and BlueBeam

Responsibilities

Manage and optimize the SVP's calendar, strategically scheduling appointments, meetings, creative sessions, and executive priorities while serving as a trusted gatekeeper who evaluates competing demands, prioritizes requests, and safeguards time for high-value work, decision-making, and strategic initiatives.
Monitor and manage sensitive and confidential information with the highest degree of discretion.
Manage and track executive action items, ensuring follow-through on commitments and deadlines.
Anticipate and coordinate executive workplace needs, ensuring the SVP is prepared and supported throughout high-volume meeting days, presentations, and special events.
Provide general administrative support, such as managing expenses, team company credit card usage, preparing expense reports, processing vendor invoices in Yardi, and ordering office supplies.
Handle any additional tasks or ad hoc requests to ensure the smooth operation of the creative department.
Prioritize and manage the requests for the SVP via email, drafting responses when appropriate and ensuring timely and effective communication.
Assist in preparing for meetings, including gathering and organizing necessary materials, creating agendas for reoccurring executive and departmental updates and coordinating logistics.
Take meeting minutes or notes as required.
Collaborate with the SVP and STUDIO team members to track project progress using Asana, ensuring deadlines are met and milestones are This includes following up on project progress, as well as collecting necessary documentation and photos to ensure complete approval of final
Assist in coordinating resources, facilitating communication between team members, and updating project management
Manage all incoming STUDIO requests through the Asana form and
Collaborate with the SVP on regularly releasing comprehensive updates and trackers regarding all open STUDIO tasks for larger executive
Collaborate with the SVP to create visually captivating presentations for internal and external
Assist in designing presentation decks, refining visual assets, and ensuring cohesive
Create and maintain vendor relationships to ensure materials and specs are kept up to This includes coordinating vendor presentations to ensure the STUDIO team is up to date on the products and materials vendors have to
Create and maintain consultant relationships and coordinate meetings as needed to get STUDIO team up to date with current consultant work and experience.
Maintain vendor / consultant contact library on Asana and regularly confirm vendor / consultant contact information.
Foster positive working relationships within the creative team and other
Facilitate communication, coordinate team meetings, and support cross-functional collaboration on creative projects. This includes within the STUDIO team as it is comprised of both DPA (as an external consultant) and Kilroy
Coordinate travel arrangements for the SVP, including flights, accommodation, and ground transportation.
Provide itineraries and assist with any necessary travel
Support front-end ideation on STUDIO projects by exploring sources of inspiration, investigating emerging trends, and building a library of visual support
Compile and present relevant information to the SVP, supporting their decision-making process and creative vision.
Support and assist in maintaining STUDIO design initiatives such as Spec Suite Standards, Furniture Inventory, Furniture Quick Ship, AV Standards, etc.
Support and assist in asset photoshoots.
Organize and maintain STUDIO’s digital and physical creative assets, including files, samples, physical drawings and reference
Implement a systematic approach to file organization, ensuring easy access and retrieval.