Your Role
Gensler Denver is seeking an enthusiastic Executive Assistant/ Office Coordinator to support our Office Services team and Managing Directors. The ideal candidate for this multi-faceted role is highly motivated, hospitality-focused, people oriented, and able to balance working independently while also being a team player. This person plays an important role on our team, taking ownership of key areas of our office space, event planning and execution (internal and external), facilities coordination, and executive administration.
This is not a remote position. The successful candidate will be expected to live in or relocate to the Denver, CO area.
What You Will Do
Executive Administration
- Manage calendar, meetings, and travel needs for office managing directors.
- Process monthly expense reports.
- Proof and create presentations as needed.
- Field and organize emails for managing principle
- Assist in coordinating logistics around monthly All Staff meetings.
- Organize acquisition of gifts and acknowledgements as needed.
- Interact with financial reporting software and internal databases as needed.
- Be accountable for partnering with office and studio leadership to execute daily business operations, including handling of confidential organizational information.
Office Services/Facilities
- Ensure our workplace stays neat and organized.
- Coordinate and oversee all office facilities functions.
- Serve as principal contact with building facilities to coordinate building access, safety and evacuation procedures.
- Coordinate with outside vendors and building maintenance for repairs and general cleaning.
- Manage inventory for pantry and office supplies; ordering and stocking supplies and refreshments, as needed.
- Ensuring kitchen area and pantry are clean, tidy, and stocked.
- Vet and maintain preferred vendors for hospitality including catering, coffee and supplies. Solicit team feedback to maintain quality standards.
- Establish and manage office facilities budgets.
- Ensure proper purchase, billing, and coding for catering and office services expenses.
- Foster a culture of collaboration and learning through support of office initiatives.
- Assist with outside pickups and deliveries, as needed.
- Seek to continuously improve processes, systems, and customer service for our internal teams and external clients.
Event Planning
- Creates a professional, hospitable environment for clients, guests, and employees.
- Support office-wide meetings; including staff meetings, leadership meetings, internal celebrations, client events, community events, retreats, happy hours, etc.
- Partner with shared services team to ensure the complete and successful execution of internal meetings and client events.
- Manages all-office catering.
- Manage & maintain office events calendar including, auditing and communicating necessary information, to ensure events run smoothly.
- Assist with conference room setups and breakdown.
- Back-up receptionist for lunch and breaks. Assist with front desk coverage when needed.
Your Qualifications
- 5+ years of experience working in a dynamic, corporate office setting.
- Prior experience in administrative, office management, event planning is preferred. Experience working in front-end hospitality and large professional services office environment is highly desirable.
- Flexible and creative, comfortable with ambiguity, organized and detail-oriented.
- Demonstrates a positive, professional, and collaborative attitude.
- Must have the ability to prioritize tasks to meet multiple deadlines.
- Must have excellent verbal and written communication skills.
- Strategic problem-solving and strong interpersonal skills including ability to work with individuals at all levels of management, maintain confidentiality, and maintain high level of professionalism.
- Highly proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) and Online meeting platforms; comfortable with technology and new software.
- Strong knowledge of office operations required.
- Action-oriented and a strong critical thinker with a desire to learn.
- Basic graphic design skills and InDesign proficiency preferred.
- May regularly lift and carry up to 30 lbs. and move or push over 50 lbs.
- Ability to be on their feet the majority of the day.
- Flexibility to work outside regular business hours to support special events and meet deadlines.
- Able to take on other duties as assigned.
The compensation range is $38.46 - $50.48 per hour, commensurate with relevant experience. In addition, standard benefits will be offered, and employees will be eligible for bonuses.
Life at Gensler
At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From hiking and camping excursions 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.
