Your Role

This person will be the first point of contact for our clients, vendors, and staff. The person represents Gensler values and professionalism and demonstrates our high level of client service. The ideal candidate is passionate about communication and service and thrives in an energetic team environment.  This position will support a busy and thriving office by maintaining aesthetic appearance, cleanliness, and function of a high-end office environment. The ideal candidate is passionate about communication and service and thrives in an energetic team environment. 

What You Will Do

Meet and greet staff, clients and visitors and ensure they are directed to the appropriate meeting place when applicable

Handle incoming calls (screen calls, forward calls, take/distribute messages)

Manage all office mail (USPS) and packages (courier, FedEx, and UPS)

Assist with office printing and storage needs (Supporting presentations, organizing project materials, etc.)

Manage all office mail (USPS) and packages, courier, FedEx, UPS

Provide Studio Coordinator support coverage including but not limited to assisting Studio Directors and Principals with all administrative needs, organizing studio meetings, staffing, timecard collection, PTO tracking, financial tracking, PDP coordination, and proposal/presentation preparation when needed.

Responsible for helping keep office areas such as reception, common areas, and pantries in a clean and orderly condition

Maintain readiness of conference rooms in reception area and office

Manage visitor coordination (enter visitors into building log, provide directions when necessary)

Assist other administrative staff with set-up and take-down of meetings

Assist with office facilities and maintenance requests

Manage other responsibilities assigned

Your Qualifications​

Minimum of 3 years of direct experience working as an office assistant or administrative assistant

Ability to multitask is essential

Collaborative and team oriented

Approachable personality with excellent communication skills including ability to verbally share/present information

Experience working directly with senior staff

Strong organizational skills to coordinate and manage multiple deadlines

Ability to work with diverse teams in a fast-paced work environment

Proficient in Microsoft Outlook, Word, Excel, Bluebeam preferred

Ability to step in to assist beyond general responsibilities

Ability to take initiative and be proactive

Ability to work 8:30 a.m. to 5:30 p.m. and additional hours as necessary

Life at Gensler

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. 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.