Executive Assistant

About Us:

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognize the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

Job Summary:

Grimshaw is seeking a highly motivated and organized Executive Assistant to join the New York studio. The position provides hands-on experience working alongside top leadership, allowing you to gain valuable insights into the strategic management of a creative, dynamic organization. Working within a collaborative environment, you'll be encouraged to use your own initiative, problem-solving skills, and creativity to streamline administrative processes.

This role will provide strong organizational and proactive administrative support to the North American Managing Partner and Chairman (two partners) including inbox management, meeting coordination and booking travel. A successful candidate will be able to demonstrate sound judgment, professionalism and discretion, while operating across all levels of the organization and managing critical priorities. Organized and experienced candidates with strong interpersonal skills are encouraged to apply.

MAJOR TASKS

Partner Support

• Coordinate and organize partners’ meetings and appointments.
• Track and monitor all written and verbal correspondence for partners as necessary; communicate with colleagues and clients on their behalf.
• Coordinate detailed travel itineraries, arranging accommodations, visas, and necessary travel documentation as required.
• Coordinate and schedule meetings across multiple time zones, with a strong understanding of global time zones and varying studio calendars.
• Manage multiple calendars by scheduling appointments, anticipating needs, and rearranging meetings as appropriate.
• Collate partners' cash/credit card expenses and submit them to the Finance department in accordance with company policy.
• Record and complete partners' timesheets weekly.
• Arrange lunches and catering for partner meetings.
• Manage email inboxes and archive items as needed.
• Track and maintain state architecture licensure and AIA credits.

Executive Assistance and Administrative Support

• Act as reception and front-of-house coverage when needed.
• Collaborate with Facilities and IT to ensure meeting rooms and shared spaces are tidy and organized.
• Provide administrative support coverage for other team members on leave.
• Assist with office-wide events and studio initiatives as necessary.
• Support other departmental teams on studio and people initiatives.
• Perform other administrative duties as assigned.

Skills & Competencies

• Undergraduate degree preferred.
• Minimum of four years of relevant experience; strong executive assistance experience preferred.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Excellent interpersonal and collaborative skills; proven ability to adapt to different styles and personalities to influence positive group outcomes.
• Intellectual curiosity: a desire to continuously explore new and better ways of working. Comfortable learning new tools and systems to optimize workflow and task management.
• Expertise in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Professional and cooperative attitude, demeanor, and telephone manner.
• Flexible and adaptable in various situations and when interacting with many different stakeholders.
• Able to use initiative and work independently with little guidance.
• Ability to handle confidential assignments with tact and diplomacy.

Grimshaw is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, national origin, ancestry, alienage or citizenship status, age, disability or handicap, sex, gender identity, marital status, familial status, veteran status, sexual orientation or any other characteristic protected by applicable federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.