Executive Assistant

4 months ago

London, United Kingdom Gensler Full time

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

The ability to juggle multiple short

What You Will Do- Manage business travel arrangements and itineraries - including multi-day meetings set ups, coordination, accommodation, visas, transportation, and meals.-
- Calendar management across time zones, working with team members and clients to ensure complex meetings and synchronized across all parties and executed smoothly-
- Schedule highly confidential meetings and manage confidential documents and informationMeet and greet clients-
- Coordinating board level retreats and workshops-
- Primary liaison and point of contact for direct reports of RMPs-
- Maintaining client relationships and keeping the CRM updated-
- Booking lunches and dinners (business and private)-
- Organize internal ‘All Staffs’ including collating the presentation/ organization of AV equipment and facilities-
- Draft and issue regional communications-
- Serve as a liaison between internal and external contacts/clients in a professional manner-
- Organize 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-
- Co-ordination of audio and video conferencing calls using Teams and Zoom-
- An ambassador for the company at all time- Your Qualifications
- Degree level education
- 5 years + Demonstrable experience supporting an Executive within an international company, Architecture & Interiors industry experience would be an advantage
- Ability to multitask in fast-paced environment with a keen sense of urgency and professionalism
- Excellent attention to detail and superior organizational 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
- Fluency in French or German a bonus
- 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 channelsLife 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 loans, pension, profit sharing 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.
- #LI-MS2_

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