Executive Assistant

Grimshaw Architects • New York, NY

15d • Onsite

About The Position

Grimshaw is seeking a highly motivated and organized Executive Assistant to join its New York studio. The role provides dedicated, proactive support exclusively to the North American Managing Partner, who also serves as Deputy Chairman. Responsibilities include managing calendars and inboxes, preparing for meetings, coordinating travel, and supporting business initiatives. The successful candidate will demonstrate sound judgment, professionalism, discretion, and the ability to manage long-range planning alongside daily priorities while working with people across all levels of the organization.

The Executive Assistant will work in a collaborative environment and use initiative, problem-solving skills, and creativity to streamline administrative processes. The role also coordinates independent projects and business initiatives, supports strategic planning and special projects, and administers Grimshaw’s interiors entity, including its board agendas and action tracking.

Requirements

• Minimum of five years of relevant experience, including sustained support to senior executives and experience navigating full business cycles and challenging situations.
• Strong organizational, project management, and problem-solving skills, with excellent multitasking and the ability to balance longer-term planning with day-to-day needs.
• Consistent follow-through and the ability to bring requests to completion.
• Sound judgment and the ability to anticipate needs and adapt to an executive’s working style.
• Ability to handle confidential assignments with tact and diplomacy.
• Excellent interpersonal skills and the ability to adapt to different styles and build trust with external contacts.
• Strong written and verbal communication skills.
• Ability to use initiative and work independently with little guidance.
• Expertise in Microsoft 365.

Nice To Haves

• Undergraduate degree preferred.
• Intellectual curiosity, an open and teachable mindset, and comfort learning new tools and systems.

Responsibilities

• Manage the Managing Partner’s calendar, resolve scheduling conflicts, reschedule meetings across time zones, prioritize commitments, and anticipate needs.
• Manage the Managing Partner’s inbox and correspondence, communicate with colleagues and clients on their behalf, and follow up on open items.
• Maintain the Managing Partner’s contact database and prepare meeting materials, including agendas, relevant biographies, background history, and summaries of prior actions.
• Prepare detailed travel itineraries covering flights, accommodation, visas, travel documentation, meeting schedules, attendees, purposes, and preparatory materials.
• Collate expenses for submission to Finance in accordance with company policy and complete weekly timesheets.
• Arrange lunches and catering for the Managing Partner’s meetings.
• Track and maintain state architecture licensure and AIA credits.
• Confirm meeting rooms and required technology are booked, functioning, and set up in coordination with administration, facilities, and IT.
• Coordinate and track the Managing Partner’s independent projects and business initiatives, managing timelines, deliverables, and follow-ups over multiple months.
• Liaise with department leads to advance initiatives.
• Prepare briefing materials, presentations, reports, and meeting agendas; take minutes and track action items.
• Support strategic planning, research, and special projects as assigned.
• Administer Grimshaw’s interiors entity, including preparing board agendas and tracking actions.

Benefits

• Fully employer-paid medical, dental, and vision insurance for individual coverage, with dependent coverage available at competitive group rates.
• Life insurance.
• Safe Harbor 401(k).
• 15+ days of paid time off.
• ARE support.
• Annual performance reviews.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed