Admin Executive

Your Role

The Admin Executive partners with regional members to collectively drive the operational success of the APME regional hub studio. This role sits at the hub of the studio, providing a single point of contact for internal, external, and firmwide team members. This role works hand in hand with the Senior Executive Assistant to ensure alignment between studio operations and executive priorities, contributing to the overall efficiency and success of the regional hub team.

What You Will Do

Studio Operations

• Own and manage studio-wide meetings; create and maintain schedule; work with regional leadership to develop agenda; manage action and follow up items; secure space and refreshments as required

• Coordinate daily studio operations across multiple timezone, locations, ensuring consistency and efficiency

• Partner with office administrative team and IT to plan for software and workspace updates and changes

• Partner with Human Resources on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking, leave tracking/reconciliation

• Work with respective departments to support the onboarding of regional team members and provide studio orientation

• Maintain awareness of and help manage response to firmwide and regional communities

Administrative Support to Regional Leadership

• Provide administrative support, including but not limited to calendar management, travel arrangement includes visa arrangement, hotel arrangement and managing expenses reimbursement

• Assist all regional members as needed with subject matter expertise on firmwide tools;

• Manage meeting arrangement/coordination (Ensure that logistics are arranged in advance i.e. meeting invite, room booking, F&B arrangement, agenda & presentation preparation as well as IT/ technical requirement) for meetings

• Manage sensitive and confidential information

• Other ad hoc duties as assigned, not limited to the duties above

Your qualifications

• Minimum 5 years of working experience in similar capacity

• Good communicator and confidently work across all levels

• Good people skill as you will be dealing with other board members

• Demonstrate excellent professionalism, trustworthy, integrity

• Proven attention to detail, with excellent organizational and technical skills

• Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through

• Established success working on multiple tasks/projects at the same time

• Ability to be able to manage complex situations

• Microsoft Office experience is a must

Life at Gensler

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to research grants 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 and wellness programs. We also offer profit sharing 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.