Executive Assistant

Gensler • San Francisco, CA

8d • Onsite

About The Position

Gensler’s Northwest Region is seeking an Executive Assistant to deliver strategic, high-touch, and proactive support in our San Francisco office. Located in the heart of the city, our San Francisco office is a dynamic, collaborative environment that brings together a diverse group of designers, strategists, and innovators. The space reflects our commitment to creativity, design excellence, and sustainability, fostering an environment where ideas thrive and teams work seamlessly across multiple disciplines. This exciting opportunity is for an administrative professional with exceptional communication skills and strong coordination expertise to elevate the executive support function in alignment with our evolving business needs. In this role, you will build a meaningful and trusted partnerships while working in a fast-paced environment. For the right candidate, this position offers significant opportunities for professional growth and the ability to cultivate rewarding relationships across the firm and within the broader community. This is an in-person position in our San Francisco office.

Requirements

• 8+ years of experience as an Executive Assistant supporting executive level leaders in a corporate environment; experience in the architecture, design or commercial real estate development/brokerage industries is an advantage
• You are driven to create great experiences for others and have a genuine passion for providing outstanding support
• You practice emotional intelligence to deploy personalized support
• You are at ease yet professional with senior leadership and executives, both internally and externally
• You are a strategic partner in the work that you do at any scale, from mastering calendaring puzzles to being a sounding board for your executive
• You create clarity for others by delivering the right info, at the right time, through frequent and compelling communication
• You proactively anticipate the broader impact of everyday decisions & and think through the logistics to create efficiencies
• You are agile at a moment’s notice, acting in ambiguity while exercising good judgment and discretion
• You know how to prioritize and multitask against multiple projects and deadlines while having a strong attention to detail and care for the quality of execution
• Strong proficiency with Microsoft Office suite including Word, Excel, Outlook, and PowerPoint and Teams

Nice To Haves

• Proficiency with InDesign, Illustrator and/or Photoshop is helpful ideal to assist in presentation preparation and staying on brand with company identity and level of excellence

Responsibilities

• Manage and organize the executive’s highly complex, demanding calendar and email inbox; act as a general deputy of time, fielding internal & external requests, and providing recommendations that reflect business priorities and ensure he has a high impact
• Keep the executive well informed to help facilitate decision making; handle highly confidential and/or sensitive matters with discretion
• Build and maintain excellent client data and relationships; stay on top of relevant client information; This includes professional, daily communications with both internal and external shareholders with a keen attention to detail
• Prioritize and manage multiple projects simultaneously and follows through on issues in a timely manner
• Proactively monitor the need for follow-up meetings and initiate planning as appropriate
• Prepare meeting agendas and decks; attend key meetings to capture, distribute, and track next steps
• Compile and submit accurate timesheets, expense reports as required and reconcile credit card statements monthly
• Address miscellaneous tasks as requested and proactively look for process improvements
• Plan and coordinate travel, including air and ground transportation, hotel reservations, and itineraries
• Provide in-office support to Executive, ranging from catering needs to AV assistance

Benefits

• Gensler’s total compensation package is multi-layered and includes a base salary, two annual bonuses paid in December and June, an Employee Stock Ownership Plan (ESOP), and profit sharing.
• Our comprehensive benefits package is designed to support employees both personally and professionally and includes medical, dental, and vision coverage, disability insurance, wellness programs, flexible spending accounts, paid holidays, and generous paid time off.
• We also offer a 401(k), profit sharing, employee stock ownership, and twice-annual bonus opportunities.
• As part of our commitment to professional growth, Gensler provides reimbursement for eligible professional licenses, renewals, and exam fees, as well as tuition assistance for approved programs and coursework.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees