Our client is a global architecture practice recognized for designing some of the world's most iconic buildings and master plans. Known for its innovative approach to urban design, commercial towers, and mixed-use developments, the firm operates across major international markets, shaping city skylines with projects that blend functionality, sustainability, and aesthetics at the highest level. They are now looking for an
Executive Assistant.
Salary/Hourly Rate
$75k - $80k
Position Overview
This is a proactive and organized Executive Assistant role supporting a senior leader at a global architecture firm, with close collaboration alongside an experienced EA team. The position offers an excellent opportunity for someone newer to administrative work to gain hands-on experience in a fast-paced, high-profile environment. Primary responsibilities include calendar management, expense reporting, and complex global travel coordination across multiple time zones and destinations. The role includes a structured onboarding period with mentorship, followed by growing independence in managing day-to-day support. The Executive Assistant will collaborate with other senior leaders and their assistants, requiring a high level of responsiveness and polished, concierge-style service.
Responsibilities Of The Executive Assistant
- Provide administrative support to three senior leaders and their teams, collaborating closely with senior executive assistants on scheduling, time management, and daily priorities.
- Manage key operational tasks including calendar coordination, bi-monthly timesheet submissions, expense reporting, and AIA-related administrative support.
- Ensure smooth communication and workflow by aligning with Executive Business Partners and maintaining a proactive, detail-oriented approach to executive support.
- Coordinate complex travel logistics including flights, ground transportation, accommodations, dining, and detailed agenda planning, while also assisting with passport renewals, visas, and Global Entry memberships.
- Manage meeting logistics and support professional credential tracking, including conference room bookings, license renewals, learning credits, and preparation for additional certifications or state licensure.
- Handle a range of administrative tasks including meeting coordination, invoice preparation, and drafting project estimates.
- Provide occasional support at the reception desk as needed.
Required Experience/Skills for the Executive Assistant:
- Passion for design and creativity, regardless of industry background; experience within a global organization is a plus.
- Prior experience coordinating international travel is essential.
Preferred Experience/Skills for the Executive Assistant:
- Preferably 2+ years of executive assistant experience in a professional setting, with proficiency in Microsoft Office applications.
Education Requirements:
- Bachelor's degree required.
Benefits:
- Discretionary bonus.
- Client-provided benefits available, upon eligibility.
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As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
EOE/M/F/D/V/SO
Position ID: 158027
