Executive Assistant

Kohn Pedersen Fox•New York, NY

1d•$75,000 - $95,000•Onsite

About The Position

KPF, a global architecture practice headquartered in New York City, is seeking an 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 international 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.