Executive Assistant

locationsSan Francisco, CA, USOakland, CA, UStime typeFull timeposted onPosted 16 Days Agojob requisition idR-11635Your RoleGensler's NW Region is seeking an Executive Assistant with industry-related experience to provide vital administrative support to the Regional Operations Officer (ROO), Regional Counsel, and our Global Practice Area Community Leader.  This role is seen as a business partner to senior leadership through top notch calendar and travel management, client relations, event planning, and a keen attention to detail. We are seeking someone with superior software skills and the ability to consistently anticipate/understand the executives’ needs and then take appropriate action. This is an in-office position with the ability to primarily work out of our San Francisco, San Jose or Oakland offices. Travel between the three may be required on occasion.What You Will DoScreens incoming calls and handles accordingly.Builds and maintains excellent client relationships; stays on top of relevant client information. This includes interface with internal partners and other senior leaders.Extensive calendar and time management; ensures that executives are on time and prepared for meetings; consistently reviews calendar for changes, continually monitors and handles conflicts.Coordinates detailed travel reservations and oversees that changes or problems are resolved and communicated.Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.Prepares both routine and confidential correspondence, reports, presentations and other complex documents.Coordinates all NWHQ Studio meetings and events, meeting set-up and clean-up.Proactively monitors the need for follow-up meetings and initiates planning as appropriate.Coordinates all collateral for office and studio meetings and supports ROO, Regional Counsel, and Global Practice Area Community Leader with presentations and preparation of meeting agendas.Compiles and submits accurate expense reports as required and reconciles credit card statements monthlyWill be responsible for assisting with some larger scale events and event planning in support of the Global Practice Area Community LeaderWill assist with contract management and tracking in support of our Regional Counsel and escalates issues accordingly.Addresses miscellaneous tasks as requested or designated by Regional Leadership.            Your Qualifications10+ years of experience as an Executive Assistant supporting Executive-Level Management in a corporate environment; experience in the architecture, design or commercial real estate development/brokerage industries strongly preferred.Demonstrates initiative and planning; capable of anticipating a manager's needs and staying "two steps ahead".Professional appearance and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality and job focus.Excellent verbal and written communication skills.Strong problem solving, prioritizing, organizational and time management skills.Ability to work independently with minimal guidance.For consideration, please submit cover letter and resume in PDF format.**The base salary will be estimated between $90,000 to $115,000 plus bonuses and benefits and contingent on relevant experience.Life 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 and hackathons, to “Well-being Week,” our offices reflect our teams’ diverse interests.We encourage our employees to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays and paid time off. We also offer a 401k, profit sharing, employee stock ownership and twice annual bonus opportunities.  Our annual base salary range has been established based on local markets.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.