Executive Assistant

Our London office is seeking an experienced Executive Assistant to act as the primary support for the EU Regional Managing Principal (RMP) in a team oriented, extremely fast paced environment. The Executive Assistant acts as the key point of contact and representative of the RMP, facilitates the company’s practice of open-door communication with staff, operations, clients and business partners.

The successful candidate must thrive in a fast-paced, high-pressure environment where the key to success is heavy communication, rapid iterative editing and strong organisational skills. The successful candidate will quickly acclimatise to the firm’s culture, adapt to and be familiar with the various leaders (people), resources (tools) and other knowledge networks to accomplish a wide variety of projects and tasks.

The ability to juggle multiple short- and long-term deadlines is a must and continual prioritisation is critical to the day-to-day success of this role. Building relationships with clients and staff at all levels of the organisation will facilitate the success of this candidate.

Please note, this role is not remote. We look forward to working with our new EA in our incredible London office.

The Role

• Manage business travel arrangements and itineraries - including multi-day meetings set ups, logistics, accommodation, visas, transportation and meals.
• Complex calendar management across time zones, working with team members and clinets to ensure highly complex meetings and synchronised across all parties and executed smoothly
• Schedule highly confidential meetings and manage confidential documents and information
• Monitoring communications including emails, calls and invitations and ensuring a timely response
• Review, prioritise, and track email correspondence with discretion, including responding on their behalf as directed
• Meet and greet clients
• Coordinating board level retreats and workshops
• Primary liaison and point of contact for direct reports of RMP
• Maintaining client relationships and keeping the CRM updated
• Booking lunches and dinners (business and private)
• Organise internal ‘All Staffs’ including collating the presentation/ organisation of AV equipment and facilities
• Draft and issue regional communications
• Serve as a liaison between internal and external contacts/clients in a professional manner
• Organise external events (Client Round Table’s)
• Support with compiling and preparing reports and presentations – Board level
• Preparing materials for key meetings
• Maintain good working relationship with internal and external EA’s
• Fielding calls in a professional manner
• Collect documentation for expense reports and process
• Renewing professional memberships
• Support the administration team – HR issues/ Holidays/ Workload
• Dealing with IT requests and issues
• Co-ordination of audio and video conferencing calls using Teams and Zoom
• An ambassador for the company at all time
• Perform all other related duties as necessary

Your Qualifications

• Degree level education
• Demonstrable experience supporting an Executive within an international company, industry experience would be an advantage
• Ability to multitask in fast-paced environment with a strong sense of urgency and professionalism
• Excellent attention to detail and superior organisational and time management skills
• Superior verbal and written communication skills
• Experience and skill in interacting with Executives
• Ability to anticipate needs and operate proactively
• Sensitivity to confidential projects and information

Software Required

• Must be proficient to expert in the following software:
• Microsoft Word, Excel, Outlook & PowerPoint
• Adobe Acrobat (to manipulate, edit, crop, reduce files size of existing PDF files)
• Database familiarity (basic understanding of database construction, search functionality, basic record keeping, Deltek Vision experience is a plus)
• Tech savvy with an understanding of primary social media channels

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loan, pension, and twice annual bonus opportunities.

As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.