Executive Assistant

NBBJ is a design and architecture firm, fueled by ideas and a culture of collaboration. With offices around the globe, the diverse perspectives of your future colleagues and clients will inspire and challenge you to be extraordinary. Innovation and creativity are at the heart of our work: creating spaces and experiences that better connect people to each other as they live, learn, and work in their communities. We partner with pioneers like Amazon, The Bill and Melinda Gates Foundation, The Cleveland Clinic, Massachusetts General Hospital and NYU Langone Health. We create solutions for tomorrow guided by our vision: we design for life. Are you interested in designing what’s next? Join us.

Why this role is important to NBBJ:

This is an excellent opportunity for you to join NBBJ Columbus in an Executive Assistant role supporting Partners/ Principals and key Leaders in our Columbus Studio.

This role at a glance:

This position requires a tenacious, energetic, intuitive, and exceptionally intelligent individual with a passion for clear communication and organization. In this role, you will represent the firm and its leaders in a professional, positive, thoughtful and uplifting way.

This position balances complex, deadline-driven projects with research and organizational skills. The position requires initiative and critical thinking. It requires a highly organized, team-focused and tireless person who can work positively with people who are often traveling, and juggle multiple and competing priorities.

An ideal candidate will have proven themselves able to thrive in a fast-paced environment through their organizational skills and ability to work within ambiguity and a rapidly changing environment. They will be comfortable working independently and be able to proactively manage an evolving workplace by prioritizing multiple projects while projecting grace and optimism under pressure.

Your New Role:

• Support two Partners in the Columbus, Ohio office
• Supporting Principals and key Leaders in the Columbus, Ohio studio
• Manage a fast-paced daily schedule, ensuring your Executive remains on-time and on-task
• Complex calendar management (both internally and externally), and detailed expense reporting
• Looking ahead and anticipating calendar or other operational challenges
• Arrange complex travel logistics and meeting organization/setup
• Document key discussions and actions. Distill complex information to identify key issues. Follow up/report in with Executives on action progress and results
• Develop organizational systems, graphics and visuals
• Develop, manage and coordinate how we show up in front of our clients and the firm
• Act as an ambassador of excellence when hosting or visiting clients/traveling staff
• Ensure technology and all needed support is organized
• Organize hospitality efforts - gifts, snacks, thank you notes
• Licensure management for both Partners & Principals
• Update and maintain databases and digital tools
• Provide event planning assistance for the firm as needed

What you will need to succeed:

• A work style which compliments the collaborative values and engaged culture of the firm
• A high degree of professionalism and confidentiality around sensitive issues
• 10+ years of experience as an Executive Assistant
• Advanced skills in Microsoft Office & Adobe Creative Suite
• Advanced communication skills and meeting technology knowledge
  e.g., Microsoft Teams, Zoom, WebEx and other internet conferencing services
• Commitment to excellence in all activities, positive and discreet
• Familiarity with social networking in a business context
• Strong professional communication skills and the ability to harmoniously collaborate and work with others are critical for success in this role

NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.