Executive Assistant

Perkins&Will•New York, NY

3d•Hybrid

About The Position

The Executive Assistant will provide comprehensive administrative support to the Managing Director, Kate Thatcher, and the senior leadership team in the New York studio. This role involves managing calendars, coordinating meetings, serving as a primary point of contact, preparing meeting materials, arranging travel, drafting documents, handling confidential information, and building stakeholder relationships. The position also includes reviewing expense reports, assisting with special projects, tracking continuing education and professional licenses, and providing support to the Talent Manager and/or Office Coordinator in recruitment and onboarding. General administrative tasks such as filing and data entry are also part of the responsibilities.

Requirements

5+ years of relevant experience.
Strong verbal and written communication skills.
Strong graphic skills.
High levels of professionalism and confidentiality.
Advanced knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint).

Nice To Haves

Adobe In-Design (Preferred, not required)
Associate or bachelor's degree preferred
Notary Public preferred

Responsibilities

Provide comprehensive administrative support to Managing Director, Kate Thatcher, and to the senior leadership team in our New York studio.
Coordinate and manage calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal time management and prioritization.
Serve as the primary point of contact for internal and external stakeholders, screen and direct phone calls, emails, and correspondence, and respond on behalf of the senior leader when necessary.
Prepare agendas, materials, and presentations for meetings, take meeting minutes, and distribute them to relevant parties when necessary.
Arrange meeting logistics, including booking venues, coordinating catering, and setting up audio-visual equipment.
Arrange travel arrangements, including flights, accommodations, and ground transportation, for senior leaders and occasionally other team members as required.
Draft, proofread, and format reports, presentations, and other business documents. Conduct research and gather relevant information to support the senior leaders in decision-making.
Handle sensitive and confidential information with the utmost discretion and professionalism.
Build and maintain positive relationships with internal and external stakeholders, including clients, board members, and staff, to ensure effective collaboration and communication.
Review, track, and reconcile expense reports, ensuring adherence to company policies and procedures.
Assist with special projects, research initiatives, and ad hoc tasks as assigned by the senior leaders, demonstrating flexibility and willingness to go above and beyond.
Track and coordinate senior leaders' continuing education and maintain all professional licenses.
Provide support to the Talent Manager and/or Office Coordinator. Provide support in recruitment, on-boarding coordination, and record keeping. Assist with publishing job postings and coordinating interviews. Organize career fairs and ensure firm representatives are prepared for attendance at fairs.
Provide general administrative support, including filing, data entry, organizing documents and other tasks as required.