Executive Assistant - Office Manager

Your Role  

We are seeking an 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 professional services 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 reports 

Your 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/Bluebea