Administrative Coordinator

Your Role

We are seeking a talented and versatile Administrative Coordinator to join the Gensler team to support our NYC Executive Team with a focus on administrative duties, presentation development and communication drafting, and managing the executives' commitments. This role is not hybrid with the expectation of being in our office five days per week.

Client work is our core business, requiring all team members in every part of the firm, including Executive Assistants and Coordinators, to organize their work, responsibilities and deliverables in service of their clients. By exhibiting these behaviors, EA/ACs are effectively contributing to a collaborative and effective studio work environment.

What You Will Do

• In conjunction with internal program owners, manage, oversee, and track requests and requirements for scheduling Managing Directors (MDs) at office and industry events including coordinating participation, scheduling facilities/meeting rooms, coordinating catering, ensuring AV needs are considered, etc.

• Serve as the main point of contact for the MDs in making complex travel arrangements including:

  • booking all components of domestic and international transportation and accommodations

  • arranging meetings while travelling

  • preparing detailed itineraries

  • ensuring personal preferences are understood and applied as available

  • maintaining close coordination with meeting schedules to avoid overlaps and conflicts

• Complete expense reports for the MDs incorporating appropriate receipts and billing information while ensuring timely and accurate submissions to accounting

• Develop, design and enhance executive-level presentations ensuring they are visually engaging and effectively communicate key messages

• Track and coordinate approvals for PTO requests from principal partners with the MDs, ensuring communication with those with a need-to-know.

• Draft, edit, and proofread various types of communications, including emails, memos, reports, and newsletters

• Align with and act as primary backup (daily and during PTO) to EAs in supporting MDs with ongoing calendar management, meeting organization/scheduling, preparing agendas and correspondence, phones, etc.

• Understand the MD's day-to-day and long-term schedules, being aware of meetings, conference calls, visitors, etc., and any conflicts to be avoided or resolved

Your Qualifications

• Must have 3-5 years of experience and success in the above-mentioned duties, preferably in a heavily matrixed agency environment; experience in architecture or design firms a plus

• Time Management: Prioritize and manage responsibilities efficiently, ensuring work is delivered with excellence while meeting all deadlines

• Collaboration: Foster a team-oriented environment by offering help and sharing best practices with colleagues. Utilize downtime to share knowledge and skills with other EAs toward enhancing the capabilities of the overall team

• Communication: Speak comfortably and confidently with senior leaders and clients, communicating clearly and concisely, and bringing a point-of-view

• Flexibility: Adapt to changing priorities and schedules to support the changing needs of the MDs and each other. Act calmly during times of ambiguity while exercising good judgment and discretion

• Design:Strong graphic design skills with the ability to create visually appealing and professional materials. Demonstrated proficiency with Microsoft Office, including PowerPoint; experience with Adobe Creative Suite, specifically InDesign

• Confidentiality: Experience with handling a high volume of confidential and sensitive information maintaining confidentiality of all organizational information

Life at Gensler

At 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 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. 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.

Join us in shaping the future of design!