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Executive Assistant

Company: Gensler
Location: San Francisco
Posted on: November 11, 2019

Job Description:

Gensler s CFO is seeking a San Francisco-based Executive Assistant with industry-related or finance experience to provide administrative support primarily to the firm s CFO and Finance Studio. The Finance studio oversees all of the firm s finance functions, including Treasury, Tax, Financial Planning & Analysis, Procurement, Business Systems, Accounting, Payroll and Accounts Payable, with team members located across the globe. The role includes calendar, travel and schedule management, meeting and retreat preparation, coordination with meeting attendees, budget and forecast preparation and expense management, and preparation of meeting notes. The role also includes high-level, professional communication coordination, such as: answering phones, tracking emails, developing written correspondence and communication with the firm s leadership and other executive assistants. In addition to these traditional responsibilities, the Executive Assistant will be heavily involved in creating highly polished presentations, so the role requires strong graphic design skills and experience in preparing executive level materials.

The successful candidate will have a passion for service and attention to detail that enables the Finance and other teams to deliver outstanding service to our colleagues around the firm. You will play a key role in oversight and quality control for the various administrative tasks.


* Extensive calendar and time management; ensures that the CFO is on time and prepared for meetings; consistently reviews calendar for changes, continually monitors and handles conflicts

* Build and maintain excellent client relationships and stays on top of relevant client information. This includes interface with internal partners and executives

* Create and coordinate presentations for major firm events (Board, Management Committee, Finance & Audit Committee and Principal meetings)

* Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

* Coordinate on and offsite meetings, meeting set-up and clean-up. Attends meetings, as appropriate, to stay informed and abreast of current projects, events, and general pulse of the Finance studio and keeps meeting notes

* Schedule, set-up, and manage Skype, Teams, or GoTo meetings for various recurring and one-off calls

* Screen incoming calls and handle accordingly

* Coordinate detailed travel arrangements; flight, hotel, and car reservations along with overseeing that travel changes or problems are resolved and communicated

* Coordinate interviews and track potential candidates

* Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner

* Prepare both routine and confidential correspondence, reports, presentations, and other complex documents

* Ensure Outlook Contacts are up to date and accurate

* Coordinate attendance/details relating to professional memberships, community relations, civic responsibilities, and social and/or personal obligations

* Compile and submits accurate time sheets and expense reports as required and reconcile credit card statements monthly

* Manage travel and overhead expense budget in Anaplan

* Address miscellaneous tasks as requested by the CFO


* Bachelor s Degree required

* Minimum 5+ years of experience as an Executive Administrative Assistant supporting Executive-level management in a corporate environment

* Experience in the architecture, design, professional services firms, financial institutions, or consulting firm strongly preferred

* Demonstrates initiative and planning; capable of anticipating an executive s needs and staying "two steps ahead"

* Professional appearance and calm demeanor; capable of consistently maintaining a high level of composure and job focus

* Ability to maintain strict confidentiality

* Strong attention to detail

* Excellent verbal and written communication skills

* Strong problem solving, prioritizing, organizational, and time management skills

* Ability to be a self-starter and work both independently and collaboratively with minimal guidance

* Ability to prioritize CFO and Finance Studio related duties, while demonstrating a willingness to help other teams where there are occasional gaps

* Strong proficiency with Microsoft Office suite including: Word, Excel, and PowerPoint

* Proficiency with InDesign, Illustrator, PowerPoint and/or Photoshop preferred

* Experience with Tableau preferred

* Experience with Anaplan a plus

At 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.

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.

Gensler is proud to be an equal opportunity workplace and is an affirmative action employer. All aspects of employment decisions will be based on merit, competence, performance, and business needs. We do not discriminate on the bases of any status protected under federal, state, or local law. We will consider qualified applicants with arrest and conviction records in a manner consistent with the San Francisco Fair Chance Ordinance. If you need assistance or an accommodation due to a disability you may contact us here. We celebrate diversity and are committed to creating an inclusive environment for our colleagues.

Keywords: Gensler, San Francisco , Executive Assistant, Accounting, Auditing , San Francisco, California

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