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Executive Assistant/Office Coordinator

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Gensler

3mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Facilities Management
  • Denver
  • Quick Apply

AI generated summary

  • You should have 5+ years in a corporate setting, strong organizational skills, excellent communication, and proficiency in Microsoft Office. Flexibility, problem-solving, and basic graphic design skills are preferred.
  • You will manage calendars, meetings, and travel, process expenses, oversee office logistics, maintain facilities, coordinate events, and ensure a clean, professional environment.

Requirements

  • 5+ years of experience working in a dynamic, corporate office setting.
  • Prior experience in administrative, office management, event planning is preferred. Experience working in front-end hospitality and large professional services office environment is highly desirable.
  • Flexible and creative, comfortable with ambiguity, organized and detail-oriented.
  • Demonstrates a positive, professional, and collaborative attitude.
  • Must have the ability to prioritize tasks to meet multiple deadlines.
  • Must have excellent verbal and written communication skills.
  • Strategic problem-solving and strong interpersonal skills including ability to work with individuals at all levels of management, maintain confidentiality, and maintain high level of professionalism.
  • Highly proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and Online meeting platforms; comfortable with technology and new software.
  • Strong knowledge of office operations required.
  • Action-oriented and a strong critical thinker with a desire to learn.
  • Basic graphic design skills and InDesign proficiency preferred.
  • May regularly lift and carry up to 30 lbs. and move or push over 50 lbs.
  • Ability to be on their feet the majority of the day.
  • Flexibility to work outside regular business hours to support special events and meet deadlines.
  • Able to take on other duties as assigned.

Responsibilities

  • Manage calendar, meetings, and travel needs for office managing directors.
  • Process monthly expense reports.
  • Proof and create presentations as needed.
  • Field and organize emails for managing principle
  • Assist in coordinating logistics around monthly All Staff meetings.
  • Organize acquisition of gifts and acknowledgements as needed.
  • Interact with financial reporting software and internal databases as needed.
  • Be accountable for partnering with office and studio leadership to execute daily business operations, including handling of confidential organizational information.
  • Ensure our workplace stays neat and organized.
  • Coordinate and oversee all office facilities functions.
  • Serve as principal contact with building facilities to coordinate building access, safety and evacuation procedures.
  • Coordinate with outside vendors and building maintenance for repairs and general cleaning.
  • Manage inventory for pantry and office supplies; ordering and stocking supplies and refreshments, as needed.
  • Ensuring kitchen area and pantry are clean, tidy, and stocked.
  • Vet and maintain preferred vendors for hospitality including catering, coffee and supplies. Solicit team feedback to maintain quality standards.
  • Establish and manage office facilities budgets.
  • Ensure proper purchase, billing, and coding for catering and office services expenses.
  • Foster a culture of collaboration and learning through support of office initiatives.
  • Assist with outside pickups and deliveries, as needed.
  • Seek to continuously improve processes, systems, and customer service for our internal teams and external clients.
  • Creates a professional, hospitable environment for clients, guests, and employees.
  • Support office-wide meetings; including staff meetings, leadership meetings, internal celebrations, client events, community events, retreats, happy hours, etc.
  • Partner with shared services team to ensure the complete and successful execution of internal meetings and client events.
  • Manages all-office catering.
  • Manage & maintain office events calendar including, auditing and communicating necessary information, to ensure events run smoothly.
  • Assist with conference room setups and breakdown.
  • Back-up receptionist for lunch and breaks. Assist with front desk coverage when needed.

FAQs

Is this position remote?

No, this is not a remote position. The successful candidate will be expected to live in or relocate to the Denver, CO area.

What type of experience is required for this role?

The ideal candidate should have 5+ years of experience working in a dynamic, corporate office setting, with prior experience in administrative, office management, or event planning being preferred.

What are the primary responsibilities of the Executive Assistant/Office Coordinator?

Responsibilities include managing calendars and travel for managing directors, processing expense reports, overseeing office facilities functions, planning and executing events, and ensuring a neat and organized workplace.

Is there a specific skill set required for this position?

Yes, candidates must demonstrate excellent verbal and written communication skills, be highly proficient in Microsoft Office Suite, possess strong organizational and problem-solving skills, and have the ability to maintain confidentiality.

Are there any physical requirements for this role?

Yes, the position may require regular lifting and carrying up to 30 lbs and moving or pushing over 50 lbs, as well as the ability to be on their feet for the majority of the day.

Will there be opportunities for professional development?

Yes, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes.

What is the compensation range for this role?

The compensation range is $38.46 - $50.48 per hour, commensurate with relevant experience.

What benefits are offered with this position?

Comprehensive benefits include medical, dental, vision, disability, wellness programs, paid holidays, paid time off, a 401k, profit sharing, employee stock ownership, and opportunities for bonuses.

Will I be involved in event planning?

Yes, the role includes responsibilities for event planning and execution, supporting various office-wide meetings, client events, and celebrations.

What is the company culture like at Gensler?

Gensler promotes a culture of enjoying life while delivering best-in-class design, encouraging a healthy work-life balance and participation in diverse interests and activities within the office.

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Gensler

Shaping the future of cities by enhancing the human experience.

Real Estate
Industry
1001-5000
Employees
1965
Founded Year

Mission & Purpose

Gensler is a global architecture, design, and planning firm with 53 locations and more than 7,000 professionals networked across the Americas, Europe, Greater China, Asia Pacific, and the Middle East. Founded in 1965, the firm works globally with more than 4,000 clients across more than 29 practice areas spanning the work, lifestyle, community, and health sectors. Everything we do is guided by our mission: To create a better world through the power of design. We believe the power of design can spark positive change and create a future that promotes equity, resilience, and wellbeing for everyone. Gensler was named one of Glassdoor’s Best Places to Work in 2020, 2019, 2017 and 2016, and our award-winning culture has been recognized by Fast Company as one of the 100 Best Workplaces for Innovators in 2021. Our people-first philosophy is centered on the core ideas of diversity empowerment, impact, community, respect, and growth.