Executive Assistant

Kohn Pedersen Fox • New York, NY

33d • $75,000 - $95,000

About The Position

KPF, a global architecture practice headquartered in New York City, is seeking a Executive Assistant in New York City. This Executive Assistant provides direct administrative support to multiple Principals and their teams at varying levels of engagement.

Requirements

• Bachelor's Degree
• Three years minimum administrative experience

Responsibilities

• Responsible for the calendar and all scheduling on behalf of their principals, proactively managing their time by flagging conflicts and establishing calendar reviews at a regular cadence.
• Point of contact between principals and internal project teams.
• Coordinates all facets of both domestic and internation travel, air/ground, hotel/restaurants.
• Be available as needed after hours for travel updates, changes, or emergencies — mostly related to international travel.
• Ensure principals travel credentials are up to date, including passports, visas, and entry accounts.
• Prepare internal and project communications on behalf of the principal as needed, including but not limited to email outreach, speaking notes, reports, and presentation materials.
• Coordinating outside engagements (speaking events, conference presentations, etc.). Logistics include speaking notes, bios, headshots, sending presentation materials, announcements, and social media.
• Updates Outlook and CRM database with new contacts as necessary.
• Manages all expenses, tracking receipts across travel and appointments, and submitting them regularly.
• Prepares and submits their Principals’ timesheets (bi-monthly), if necessary.
• Requests conference room/refreshments for any meeting as needed.
• Maintain Principals’ NCARB, architectural licenses, learning credits, AIA membership and other certifications.
• Work on special projects and committees as needed.
• Support additional Principals and Executive Assistants on joint effort initiatives and submissions.
• Presentability, discretion and ability to interface with clients, high net-worth individuals, officials, and VVIPs.

Benefits

• Comprehensive health insurance, including medical, dental, and vision insurance
• 401k with company matching contributions
• Paid time off and other perks
• Opportunities for training, development, and career progression.
• Collaborative, high-performance environment with a focus on innovation and excellence.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive