Executive Assistant at Gensler in Chicago, Illinois

Job Description:

Your Role

Gensler's Chicago office, an award-winning architecture and design firm, is seeking an Executive Assistant to provide vital and robust support to the office's Managing Directors. We are looking for a savvy professional to act as a partner to the MDs, maximizing their time and effectiveness, and allowing them to focus on strategic priorities. Along with superior software skills, the EA must be able to shift focus often, collaboratively negotiate demanding schedules, and be an expert at anticipating needs.The incumbent will interact with clients and staff at all levels of the organization and should have a warm yet unflappable presence.[Industry-related experience preferred.]Upbeat and positive approach required.

What You Will Do

• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner


• Extensive calendar and time management; ensures that Managing Directors are on time and prepared for meetings; consistently reviews calendar for changes


• Builds and maintains excellent relationships; stays on top of relevant client information


• Ensures CRM database and Outlook Contacts are up to date and accurate


• Coordinates on-site meetings, including set-up and clean-up for meetings led by the Managing Directors


• Responsible for the flow of contract and proposal review for projects connected to the Managing Directors, ensuring timely preparation and issuance


• Organizes project files and spreadsheets relating to correspondence with the clients and consultants


• Prepares both routine and confidential correspondence, reports, presentations, and other complex documents


• Assist with incoming and outgoing communications, using professional judgment and discretion to take action on items requiring follow up


• Screens incoming calls and handles accordingly


• Manages professional memberships, community & civic engagement, as well as social/personal commitments


• Makes and manages complex travel plans for OMDs as requested


• Compiles and submits accurate expense reports and reconciles credit card statements monthly on behalf of MDs


• Completes and submits timesheets for MDs weekly


• Assists with marketing efforts as required


• Handles miscellaneous tasks as requested by Managing Directors

Your Qualifications

• 6+ years of experience as an Executive Administrative Assistant supporting Senior Leadership in a fast-paced environment; experience in the architecture, design or commercial real estate development/brokerage industries helpful


• Bachelor's degree


• Demonstrates initiative and expert planning skills. Is proactive and able to keenly anticipate needs


• Professional and calm demeanor; capable of consistently maintaining a high level of composure, confidentiality, and focus


• Excellent verbal and written communication skills


• Strong problem solving, prioritizing, organizational and time management skills


• Ability to work independently with minimal guidance


• Strong proficiency with Microsoft Office suite including Word, Excel, and PowerPoint; proficiency with InDesign, Illustrator and/or Photoshop preferred


• Resilient, fun, uniquely human, high energy

Life at Gensler

Gensler is committed to Diversity, Equity and Inclusion. Through our Five Strategies to Fight Racism, we continue to create a just and equitable future for our colleagues and our communities with our clients. We are a solid voice for social change as we impact people's lives and fight racism. At Gensler, we celebrate diversity and are committed to creating an inclusive workplace environment.

As a people-first organization, 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.

We encourage every person at Gensler 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.

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 proud to be an equal opportunity workplace and is an affirmative action employer. All aspects of employment decisions will be based on merit, competence, performance, and business needs. We do not discriminate on the bases of any status protected under federal, state, or local law.All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.If you need assistance or an accommodation due to a disability you may contact ushere. We celebrate diversity and are committed to creating an inclusive environment for our colleagues.