Our London office is seeking an experienced Executive Assistant to act as the primary support for the EU Regional Managing Principal (RMP) in a team-oriented, extremely fast-paced environment. The Executive Assistant acts as the key point of contact and representative of the RMP, facilitating the company’s practice of open-door communication with staff, operations, clients, and business partners.
The successful candidate must thrive in a fast-paced, high-pressure environment where the key to success is heavy communication, rapid iterative editing, and strong organisational skills. The successful candidate will quickly acclimatise to the firm’s culture, adapt to and be familiar with the various leaders (people), resources (tools), and other knowledge networks to accomplish a wide variety of projects and tasks.
The ability to juggle multiple short- and long-term deadlines is a must, and continual prioritisation is critical to the day-to-day success of this role. Building relationships with clients and staff at all levels of the organisation will facilitate the success of this candidate.
Please note, this role is not remote. We look forward to working with our new EA in our incredible London office.
The Role
Manage business travel arrangements and itineraries - including multi-day meetings set ups, logistics, accommodation, visas, transportation, and meals.
Complex calendar management across time zones, working with team members and clients to ensure highly complex meetings are synchronised across all parties and executed smoothly.
Schedule highly confidential meetings and manage confidential documents and information.
Monitor communications including emails, calls, and invitations, ensuring a timely response.
Review, prioritise, and track email correspondence with discretion, including responding on their behalf as directed.
Meet and greet clients.
Coordinate board-level retreats and workshops.
Primary liaison and point of contact for direct reports of RMP.
Maintain client relationships and keep the CRM updated.
Book lunches and dinners (business and private).
Organise internal ‘All Staff’ meetings, including collating the presentation/organisation of AV equipment and facilities.
Draft and issue regional communications.
Serve as a liaison between internal and external contacts/clients in a professional manner.
Organise external events (Client Round Tables).
Support with compiling and preparing reports and presentations – Board level.
Prepare materials for key meetings.
Maintain good working relationships with internal and external EAs.
Field calls in a professional manner.
Collect documentation for expense reports and process.
Renew professional memberships.
Support the administration team – HR issues/Holidays/Workload.
Deal with IT requests and issues.
Coordinate audio and video conferencing calls using Teams and Zoom.
Act as an ambassador for the company at all times.
Perform all other related duties as necessary.
Your Qualifications
Degree level education.
Demonstrable experience supporting an Executive within an international company; industry experience would be an advantage.
Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism.
Excellent attention to detail and superior organisational and time management skills.
Superior verbal and written communication skills.
Experience and skill in interacting with Executives.
Ability to anticipate needs and operate proactively.
Sensitivity to confidential projects and information.
Software Required
Must be proficient to expert in the following software: Microsoft Word, Excel, Outlook & PowerPoint.
Adobe Acrobat (to manipulate, edit, crop, reduce file size of existing PDF files).
Database familiarity (basic understanding of database construction, search functionality, basic record keeping; Deltek Vision experience is a plus).
Tech savvy with an understanding of primary social media channels.
Life at Gensler
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loan, pension, and twice annual bonus opportunities.
As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.
About Us
Gensler is a global architecture, design, and planning firm with 52 locations across Asia, Europe, Australia, the Middle East, and the Americas. Founded in 1965, the firm serves more than 3,500 active clients in virtually every industry. Gensler designers strive to make the places people live, work, and play more inspiring, more resilient, and more impactful.
NOTICE TO APPLICANTS
Gensler celebrates diversity and our commitment to creating an inclusive environment for our colleagues. We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. Women, minorities, individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law.