Executive Assistant/Studio Administrator

Location: Seattle, Washington

We are an award-winning design firm, fueled by ideas and a culture of collaboration. Our purpose-driven approach creates healthy places, strong communities, and a resilient environment. That’s where you come in. With leading clients, diverse colleagues, and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary and help create lasting change. You can learn more about our firm, see what it’s like to work here, and explore recent projects and ideas at NBBJ.com. Join us to make an impact today!

The role at a glance:

NBBJ’s Marketing Team in Seattle is seeking an Executive Assistant/Studio Administrator to provide support to the Firmwide Director of Marketing and Director of Communications in our Seattle office, as well as provide administrative and operational support to the firmwide marketing studio. This pivotal position requires a detail-oriented individual with a passion for clear communication, organization, and finding solutions to complex projects. In this role, you will represent the firm and its leaders in a professional, positive, and thoughtful way.

This position balances daily support to the executives along with deadline-driven operational projects, research, and marketing organizational skills. Additionally, this position provides administrative support for marketing activities, including maintaining marketing database files. A successful candidate will be a highly organized, team-focused, and diligent person who can work with people who are often traveling and juggle multiple and competing priorities. They will be comfortable working independently and be able to proactively manage an evolving workplace by prioritizing multiple projects. Most importantly, this role will act as a highly collaborative hub for our marketing team to create a high-performance environment for the marketing leadership of our firm.

In your new role, you will:

High-level Executive Assistant support to the Firmwide Director of Marketing and Director of Communications in the Seattle office (60%):

• Manage a fast-paced daily schedule, ensuring they remain on-time and on-task
• Highly skilled with complex calendars and detailed expense reporting
• Manage complex travel logistics and meeting organization/setup
• Document key discussions and actions. Distill complex information to identify key issues
• Develop organizational systems and trackers as needed

Administrative support to the Marketing Studio (40%):

• Develop, manage and coordinate “how we show up” for our clients and the firm
• Act as an ambassador of excellence when hosting or interacting with clients
• Organize hospitality efforts - gifts, snacks, thank you notes
• Provide marketing support for proactive follow-up
• Ensure technology and all needed support is organized
• Update and maintain databases and digital tools
• Provide event planning assistance for Marketing studio events. This includes both internal and external facing activities
• Support marketing operational projects as needed

What you will need to Succeed:

• 5+ years of experience as an EA at the Executive and/or C-suite level
• Highly skilled in Microsoft Office and Outlook calendar management
• A solutions-oriented and proactive workstyle
• Ability to maintain a high degree of professionalism and confidentiality around sensitive issues
• Distance communication and meeting technology e.g., Microsoft TEAMS, Zoom and other video conferencing services
• Commitment to excellence and follow-through on activities and projects

The annual base pay range for this role is anticipated to be between $70,000 and $80,000. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications, and experience.

NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.