locationsMexico City, Mexicotime typeFull timeposted onPosted 20 Days Agojob requisition idR-11621Your RoleGensler’s MX office is looking for an experienced Executive Assistant to provide vital administrative support. This role provides support related to all administrative needs including calendar and schedule management, answering phones, travel arrangements, expenses and timesheets, meeting preparation and correspondence. The right candidate must excel in a very fast-paced and high-pressure environment while providing exemplary executive administrative support.What You Will DoDeliver consistent and all-inclusive support to Directors (timesheet reports, insurance claims, business or personal related tasksExtensive calendar and time management; ensures Directors are on time and prepared for meetings; consistently reviews calendar and proactively makes changesCoordinates complex travel reservations (domestic and international) and generates detailed travel itineraries; Completes early check ins (over the weekends if necessary); Ensures that any travel changes or problems are resolved and communicatedManages Directors' involvement in external boards, coordinates participation and plans events and proper meeting set ups as needed (including food & beverages coordination if needed)Screens incoming client or internal/external office calls and handles accordinglyHandles a high volume of confidential and sensitive information; maintaining confidentiality of all organizational informationManages competing priorities and multiple projects simultaneously, following through on issues in a timely mannerBuilds and maintains excellent relationships with internal and external clients; stays on top of relevant client informationCoordinates details and tracks all attendance relating to professional memberships, licenses, community relations, civic and social responsibilities and personal obligationsCompiles and submits accurate expense reports promptlyCollects, registers in the system and files invoices of the P-card purchases; Send them to the Finance Department and ensure the correct use of itEnsures Client Relations Management database and Outlook contacts are up to date and accurateAssists with marketing efforts as needed; creating or updating presentations, newsletters and quarterly mailings, or as requiredProvides support and coordinates business/clients meetings and other arrangements (transportation/reservations, etc.)Assists/covers other executive assistantsBackup as receptionist if neededPerforms additional administrative tasks as requiredYour QualificationsBachelor’s degree and minimum 6+ years’ experience as an Executive Assistant supporting Executive-level management in a fast-paced corporate environmentHighly proficient in MS Office (Word, Excel, PowerPoint, Outlook)Intermediate to advance English skillsKnowledge of Adobe Creative Suite, particularly InDesign a plusAbility to keep matters confidential and possess a calm demeanor; capable of consistently maintaining a high level of composure and job focusHigh level of professionalism; excellent written and verbal communications skillsStrong organizational skills and attention to detailAdaptable; ability to anticipate needsStrong analytical skills and creative thinking capabilitiesEffective priority and time management skillsAbility to excel in a fast-paced, high-pressure environmentAbility to communicate and interact effectively with all levels of managementExceptional customer service skillLife at GenslerAt Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.
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.