Reference #: R-13811
Your RoleWe are seekingan Executive Assistant/Office Manager to join our Philadelphia team, who provides a high level of administrative support to our office leaders, staff and clients every day. This team member will utilize their passion for service and attention to detail to support the Gensler team with office matters and clerical tasks. You are integral in ensuring that our reception and office operations run smoothly.You thrive in a fast-paced environment where the key to success is proactivity and communication. You'll be able to quickly acclimate to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple deadlines is a must, as is continual prioritization. You are a natural relationship-builder, able to communicate with colleagues at all levels.You are responsible for maintaining the front of house aesthetic appearance and cleanliness for a professionalservices office environment. This may include but is not limited to supporting vendors in person or by telephone, assisting guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.What You Will Do
Provide a positive reception experience for team members and guests
Meet and greet all visitors, offering assistance and providing refreshments
Maintain cleanliness, aesthetic integrity, and organization throughout the office
Perform audits of the facility, manage items in need of repair or replacement
Coordinate with other office administrative staff throughout the region
Manage inventory (order and restock office supplies, pantry supplies, and marketing materials)
Make hotel and restaurant reservations for visitors and staff, parking and things to do for visitors and staff
Manage incoming and outgoing shipping for the office
Plan and coordinate logistics and catering of office events
Manage the schedule of leaders in the office
Assist HR with onboarding new team members
Provide IT/AV support where needed
Check regularly throughout the day that all meeting rooms are prepped and tidy
Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties
Engage and collaborate with the larger team on sustainability efforts and initiatives.
Research and implement ways to optimize our internal workflow environmental impact
Complete ad-hoc reception & office administration duties and assist teams as required
Promote events happening within the office and facilitate participation
Answering, screening, and directing calls, handling all queries in a professional manner
Monitor conference room schedule and bookings
Updating books and vendor contact details on Library Resource Database
Work closely with facilities to maintain the environment to a satisfactory level
Assist with postal needs and deliveries
Oversee and complete expense reportsYour Qualifications
Minimum of 8 years of experience within a similar role
Happy to work part time in the Philadelphia Office (This role is not hybrid)
Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
Flexibility and a willingness to get involved in areas that might be outside your core responsibilities
Must be organized, efficient and enjoy working with a team as well as work independently
Excellent attention to detail and superior organizational and time management skills
Strong verbal and written communication skills
Sensitivity to confidential projects and information
Presentable and client ready
Knowledge of Photoshop/Bluebeam and InDesign a bonus
Knowledge of Workday & Salesforce a bonus
Bachelors' degree preferred
Interest in growing within a global business
Ability to anticipate ne ds and operate proactively
A sense of pride in delivering warm, first-class customer serviceThis role is not remote; we look forward to working with our new team member in our dynamic Philadelphia office.Life at GenslerAt 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.#LI-DNIGensler celebrates diversity and our commitment to creating an inclusive environment for our colleagues. We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. Women, minorities, individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law.You may view our Pay Transparency Statement, your EEO rights under the law, and EEO is the law supplemental information on our website. Gensler shares the right to work and participates in the E-Verify program in certain locations, as required by law.Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.Regarding Gensler's approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email info@gensler.com.
