Executive Assistant

Your Role

As an Executive Assistant in the Southeast Region, you will be the point person for leaders in Business Operations (Legal, Finance, Marketing, and Human Resources). Your role includes providing vital administrative support, facilitating information flow, creating compelling communication and presentations, and organizing calendars and travel arrangements. Through these efforts, you will contribute to Gensler’s mission to create a better world through the power of design.

• Provide high-level administrative and operational support to a combination of the following regional roles:
  Operating Officer, Legal Counsel, Marketing Director, and Human Resources Director.
• Serve as a trusted extension of leadership, exercising sound judgment, professionalism, discretion, and executive presence.
• Anticipate executive needs, proactively resolve issues, and follow through on commitments.
• Complete ad hoc and special projects as needed.
• Support executive-led projects by preparing materials, capturing meeting notes, managing follow-ups, and gathering data from internal systems or key stakeholders.
• Collaborate with and provide backup support to other Executive Assistants as needed.

• Own comprehensive calendar and time management for executives, proactively monitoring changes, resolving conflicts, and ensuring leaders are prepared and punctual.
• Ensure all meetings have a clear agenda, purpose, and required materials; follow up with meeting organizers when meetings are not initiated by leadership.
• Coordinate on-site, off-site, and virtual meetings, including logistics, room scheduling, technology setup, and post-meeting follow-up.
• Support regional training and development offerings by coordinating calendars across offices, leadership, presenters, and other relevant stakeholders.
• Attend meetings as appropriate to stay informed of regional priorities and initiatives.

• Coordinate detailed domestic and international travel arrangements, proactively resolving and communicating changes or issues.
• Prepare, submit, and reconcile accurate expense reports in accordance with firm policies.
• Manage corporate purchasing card (P-Card) activity, including monthly reconciliation, documentation, and compliance.
• Provide administrative support for budget management, including tracking expenses, monitoring budgets against forecasts, and flagging variances or concerns to leadership.
• Assist with financial coordination related to meetings, events, travel, and training programs as needed.

• Screen and manage incoming calls, emails, and messages, prioritizing and directing them appropriately.
• Manage shared inboxes and calendars, ensuring timely responses and consistent follow-through.
• Serve as a key point of contact between executives, internal teams, clients, and external partners.
• Manage information flow efficiently, ensuring executives receive relevant, timely, and well-organized information.
• Become a steward of our policies and procedures and aim to become a resource for teammates looking for guidance/information about them.

• Prepare, edit, and format routine and confidential correspondence, reports, presentations, and complex documents.
• Organize and maintain executive, project, business, and legal files to ensure accuracy, accessibility, and compliance.
• Manage publication and subscription renewals (e.g., business journals and industry publications).
• Gain an understanding of financial reporting systems and pull reports as required to support Finance leadership.
• Interest in data platforms, data mining, or analytics is a plus.

• Manage contract review processes, including gathering relevant data, organizing electronic records, proofreading and finalizing documents, and managing deadlines.
• Support Regional Counsel on project needs for Regional or Firmwide initiatives and legal training sessions, including preparing presentations, meeting notes, and coordinating logistics.

• Maintain strict…