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Our client, an international architecture and landscape architecture firm, is seeking a proactive, motivated, and organized Temporary to Permanent Executive Assistant to support two of the firm’s partner’s. Executive Assistants collaborate studio-wide and coordinate efforts that support executive leadership, studio operations, and client relationships. They work alongside studio leadership and have valuable exposure to the company’s strategic management and operations. This role is 5 days in their DUMBO office with working hours being from 9am-6pm with 1 hour lunch and some OT as needed. The role will start as soon as they find the right person and is a great opportunity for an experienced executive assistant looking to expand upon their skillset.
Responsibilities:
The Executive Assistant will track multiple tasks and, therefore, need impeccable follow-through, a positive attitude, and an indomitable spirit. Key responsibilities include:
- Manage multiple calendars by scheduling and coordinating appointments, anticipating needs, and rearranging meetings as appropriate
- Book travel (air, hotel, car, rail), build itineraries, address any changes, and handle any necessary travel documentation
- Schedule internal and external meetings over multiple time zones and countries
- Support the partners’ architecture and landscape professional development
- Coordinate panel discussions, lectures, and media interviews
- Complete weekly timesheets, monthly expense reports as needed, and new/renewal of state licenses for the partners.
- Potential calendar coordination for personal appointments
Qualifications:
- A minimum of 5 years of administrative or comparable experience
- Bachelor’s degree or higher preferred
- Ability to handle multiple tasks, projects, competing priorities, and tight deadlines while maintaining quality
- Strong calendaring experience with the ability to accurately track and communicate ongoing changes, anticipate needs, and make adjustments
- Exercises judgment, discretion, professionalism, and trustworthiness
- Ability to represent the office professionally in all written and verbal communications
- A strong eye for detail with dependable follow-through
- Maintains an even composure and is effective under pressure
- Experience working with high-level clients, media contacts, and studio leadership is helpful but not required
- Proficiency with Microsoft Office 365, Adobe Creative Suite, Zoom, WebEx, Microsoft Teams, and Deltek software (preferred)
Compensation:
- DOE 77k-94.5k, hourly in line + OT + Benefits (once perm)
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