Executive Assistant

Role overview

Gensler is seeking an Executive Assistant to support senior leaders across Business Operations in the Southeast Region, including Legal, Finance, Marketing, and Human Resources. This position plays a central role in keeping leadership organized, informed, and prepared through high-level administrative assistance, communication support, calendar coordination, travel planning, and presentation development. The work directly supports Gensler’s broader purpose of shaping a better world through design.

Executive and administrative support

• Deliver advanced administrative and operational assistance to a mix of regional leaders such as the Operating Officer, Legal Counsel, Marketing Director, and Human Resources Director.
• Act as a reliable extension of leadership, using discretion, professionalism, sound decision-making, and executive presence.
• Stay ahead of leader needs, remove obstacles proactively, and ensure follow-through on commitments.
• Take ownership of special assignments and ad hoc projects as required.
• Support executive-led initiatives by preparing materials, documenting meeting outcomes, tracking follow-ups, and collecting information from internal systems or relevant stakeholders.
• Provide backup support to other Executive Assistants when needed.

Calendar, meeting, and time management

• Manage executives’ calendars and time end to end, monitor changes closely, resolve scheduling conflicts, and keep leaders fully prepared and on time.
• Confirm that every meeting has a defined agenda, purpose, and supporting materials, and follow up with organizers when the meeting is not initiated by leadership.
• Coordinate meetings held in person, off-site, and virtually, including logistics, room bookings, technology setup, and post-meeting follow-up.
• Help coordinate regional training and development sessions by aligning schedules across offices, leaders, presenters, and other stakeholders.
• Attend meetings when appropriate to stay current on regional priorities and initiatives.

Travel, expenses, and financial coordination

• Arrange detailed domestic and international travel and handle changes or disruptions quickly and clearly.
• Prepare, submit, and reconcile expense reports accurately in line with company policy.
• Administer corporate P-Card activity, including monthly reconciliation, recordkeeping, and compliance checks.
• Assist with budget administration by monitoring spend, comparing actuals against forecasts, and escalating concerns or variances to leadership.
• Support financial coordination for meetings, events, travel, and training programs as needed.

Communication and information management

• Screen incoming calls, emails, and messages, then route and prioritize them appropriately.
• Maintain shared inboxes and calendars with prompt responses and consistent follow-through.
• Serve as a key liaison among executives, internal teams, clients, and outside partners.
• Keep information moving efficiently so leaders receive accurate, timely, and well-organized updates.
• Act as a knowledgeable resource on policies and procedures for team members who need guidance.

Document, file, and data management

• Draft, edit, and format routine and confidential correspondence, reports, presentations, and complex documents.
• Maintain executive, project, business, and legal records in an organized, accurate, and compliant manner.
• Handle renewals for publications and subscriptions such as business journals and industry periodicals.
• Develop familiarity with financial reporting systems and retrieve reports to support Finance leadership.
• Exposure to data tools, data mining, or analytics is considered an advantage.

Legal and regulatory support

• Coordinate contract review workflows by collecting supporting data, organizing electronic files, proofreading documents, finalizing materials, and tracking deadlines.
• Assist Regional Counsel with project-related work for regional or firmwide initiatives and legal training sessions, including presentations, meeting notes, and logistics coordination.

Professional standards and confidentiality

• Handle sensitive correspondence, financial information, and legal materials with strict confidentiality.
• Consistently apply discretion, professionalism, and strong judgment in all interactions.
• Represent the leadership team and the firm with a polished, trustworthy, and high-integrity approach.

Qualifications

• Ability to take initiative, plan ahead, and anticipate needs before they are raised.
• Strong gatekeeping skills that help maximize leadership time and focus.
• Track record of producing accurate, high-quality work within deadlines.
• Professional attitude and demeanor that reflect Gensler’s brand well.
• Comfort and proficiency with workplace technologies used in the role.
• Positive, collaborative presence that contributes to a strong team environment.
• Advanced proficiency in Outlook, Word, Excel, SharePoint, and PowerPoint.
• Working knowledge of InDesign and graphic design capability for internal presentations is preferred.
• 6 to 10 years of relevant experience.
• A cover letter is required and should explain what draws you to the firm and this position.

Work location

This position is based in Gensler’s Washington, D.C. office and is not available as remote or hybrid work.

Compensation and benefits

The estimated base salary range for this position is $70,000 to $80,000 per year. The role is also eligible for bonuses and a comprehensive benefits package, with final pay depending on relevant experience.

Benefits include medical, dental, vision, disability coverage, wellness programs, flexible spending accounts, paid holidays, and paid time off. Additional offerings include a 401(k), profit sharing, employee stock ownership, and bonus opportunities twice a year. The firm also provides reimbursement for certain professional licenses, renewals, and exam fees, along with tuition reimbursement for selected eligible programs or classes.

Life at Gensler

The firm emphasizes both strong design work and a healthy, balanced workplace. Office culture includes activities such as curated art exhibits, internal design competitions, and Well-being Week.