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Executive Assistant - Office Manager

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Gensler

3mo ago

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

AI generated summary

  • You have 8+ years in similar roles, excel in multitasking, problem-solving, and communication. You're organized, detail-oriented, flexible, and client-ready, with relevant software knowledge preferred.
  • You will manage office logistics, reception, supplies, visitor coordination, event planning, and support sustainability initiatives while ensuring a tidy, welcoming environment.

Requirements

  • Minimum of 8 years of experience within a similar role
  • Happy to work part time in the Philadelphia Office (This role is not hybrid)
  • Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
  • Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
  • Flexibility and a willingness to get involved in areas that might be outside your core responsibilities
  • Must be organized, efficient and enjoy working with a team as well as work independently
  • Excellent attention to detail and superior organizational and time management skills
  • Strong verbal and written communication skills
  • Sensitivity to confidential projects and information
  • Presentable and client ready
  • Knowledge of Photoshop/Bluebeam and InDesign a bonus
  • Knowledge of Workday & Salesforce a bonus
  • Bachelors’ degree preferred
  • Interest in growing within a global business
  • Ability to anticipate needs and operate proactively
  • A sense of pride in delivering warm, first-class customer service

Responsibilities

  • Provide a positive reception experience for team members and guests
  • Meet and greet all visitors, offering assistance and providing refreshments
  • Maintain cleanliness, aesthetic integrity, and organization throughout the office
  • Perform audits of the facility, manage items in need of repair or replacement
  • Coordinate with other office administrative staff throughout the region
  • Manage inventory (order and restock office supplies, pantry supplies, and marketing materials)
  • Make hotel and restaurant reservations for visitors and staff, parking and things to do for visitors and staff
  • Manage incoming and outgoing shipping for the office
  • Plan and coordinate logistics and catering of office events
  • Manage the schedule of leaders in the office
  • Assist HR with onboarding new team members
  • Provide IT/AV support where needed
  • Check regularly throughout the day that all meeting rooms are prepped and tidy
  • Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties
  • Engage and collaborate with the larger team on sustainability efforts and initiatives.
  • Research and implement ways to optimize our internal workflow environmental impact
  • Complete ad-hoc reception & office administration duties and assist teams as required
  • Promote events happening within the office and facilitate participation
  • Answering, screening, and directing calls, handling all queries in a professional manner
  • Monitor conference room schedule and bookings
  • Updating books and vendor contact details on Library Resource Database
  • Work closely with facilities to maintain the environment to a satisfactory level
  • Assist with postal needs and deliveries
  • Oversee and complete expense reports

FAQs

Do we support remote work?

No, this role is not remote; it requires working part-time in the Philadelphia office.

What is the experience required for this position?

A minimum of 8 years of experience in a similar role is required.

Is there a degree requirement?

A Bachelor's degree is preferred for this position.

What kind of skills are essential for this role?

Essential skills include strong verbal and written communication, excellent attention to detail, time management, and the ability to multitask in a fast-paced environment.

Are there any specific software knowledge requirements?

Knowledge of Photoshop, Bluebeam, InDesign, Workday, and Salesforce is considered a bonus.

What kind of benefits does Gensler offer?

Gensler offers comprehensive medical, dental, vision, disability benefits, wellness programs, a 401k, profit sharing, employee stock ownership, paid holidays, and paid time off.

How does Gensler support professional development?

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 focus of the sustainability efforts in this role?

The role includes supporting Gensler’s sustainability goals, engaging in initiatives, and researching ways to optimize internal workflow environmental impact.

What support will the Executive Assistant provide to HR?

The Executive Assistant will assist HR with onboarding new team members.

What is the cultural environment like at Gensler?

Gensler encourages a balanced and healthy life, with a focus on diverse interests, professional development, and creativity in the workplace.

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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.