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Executive Assistant

ZGF is seeking a Executive Assistant for the Seattle office to join our team. We are looking for self-motivated people who are reliable administrators with a strong work ethic and excellent communication skills.

The Executive Assistant is an experienced administrative professional who works collaboratively with Partner(s) and Principal(s) within a design firm with overall responsibilities that support the management, general business operations and Design excellence of the firm.

This position supports two Partners and requires working proactively and efficiently under deadline/crisis situations while creating and maintaining great working relationships and staying abreast of daily work requirements.

QUALITIES: 

The position requires a proactive, quick learner, with a high energy level and strong work ethic. The Executive Assistant is a cooperative and flexible team player with outstanding people skills, a mature attitude and a proven ability to efficiently multi-task. This role demands a self-motivated individual that is reliable, punctual and dependable.

As the Executive Assistant, you will….

  • Function as a partner-to and extension-of leadership, in support of the business operations of the firm
  • Be capable of exercising discretion and independent judgment to advance the firm’s business needs
  • Be responsible for maintaining complex calendars, scheduling all business and project related meetings to include logistics and coordination; must be capable of responding with urgency on behalf of leadership to requests in an effort to balance competing priorities of project and office deadlines
  • Be responsible for coordination of all travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas, where applicable
  • Be responsible for all incoming phone calls with the ability to take thorough messages and disseminate information expeditiously; ability to exercise sound judgment in determining calls that should be passed on to staff or team members for handling; be capable of responding, on behalf of leadership, to callers with questions or inquiries about firm business
  • Be responsible for generating timely expense reports and timesheets for Partner(s) and/or Principal(s)
  • Be responsible for Partner Licensing and tracking Continuing Education requirements
  • Be responsible for Partner autos including maintenance and routine servicing
  • Be responsible for event planning (Holiday Party, Firmwide Partner Meetings, Retirement/Promotion/Anniversary Celebrations, etc.)
  • Be responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgment in determining priority and urgency of information
  • Be responsible for proofing, editing, printing and distribution of correspondence related to the business operations of the firm; responsible for drafting meeting notes, transmittals, reports, charts, graphs and presentation materials, as requested by leadership
  • Be capable of representing leadership in public, with clients, consultants or vendors
  • Be capable of working independently without supervision, able to prioritize workloads
  • Be capable of working collaboratively with (and as back-up to) other Executive Assistants
  • Be capable of supporting architectural projects as needed, workload permitting
  • Contribute however possible to ensure the overall effectiveness of support to firm leadership, business operations and the Design excellence of the firm 

QUALIFICATIONS

  • Experienced in general and executive level administrative responsibilities, minimum of 2-3 years of mid-level administrative experience
  • Minimum Bachelor’s degree preferred
  • Proficient in the following software applications
    • Microsoft Word, Excel, Outlook
    • BlueBeam
    • Deltek Vision
    • PowerPoint a plus, though not required
  • Knowledge of architectural / engineering terminology a plus, though not required
  • Must be articulate with excellent communication skills and writing abilities, able to interact effectively with employees, consultants, clients and the public
  • Must have experience managing complex calendars with competing priorities
  • Must be extremely organized with experience coordinating complex travel arrangements and logistics (domestic and international)
  • Must possess ability to maintain a high level of confidentiality and discretion with regard to project, business and personnel matters
  • Must possess a strong work ethic and ability to respond with urgency to requests in a fast-paced work environment

REPORTS TO:

  • Assigned Partner or Principal
  • Office Manager

APPLY WITH: 

  • Cover Letter
  • Resume

ZGF Architects LLP is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We invite qualified candidates to apply online posting cover letter and resume. 

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