New York

Executive Assistant

Cityscape

Woods Bagot is seeking an Executive Assistant in the New York studio, supporting four local principals. The role of the Executive Assistant is to deliver timely, accurate and reliable executive administrative support to the principal team including scheduling external and internal meetings, managing principal calendars and supporting reporting such as Amex reconciliation and business support research.

About You

As the successful candidate will be highly motivated, outgoing, collaborative, and organized. You have a can-do attitude and take on any tasks to get the job done. Creativity and problem solving are part of your DNA and you bring with you an appetite to learn, contribute and introduce new partners and talent. In the presence of ambiguity, you take initiative to gain clarity and create a path forward. You can confidently present a compelling position.

We believe that the exceptional contribution of all our people is the driver of our success. We offer a range of great medical benefits, 401(k), and leave policies to support you at work. We run a flexible working environment to ensure a strong work/life balance, including options for partial work-from-home and time-shifting your hours.

Key Responsibilities

  • Coordinate and deliver timely, accurate and reliable administration support
  • Maintain/Manage diaries and inbox on a daily basis
  • Amex reconciliation and Expense Claims for Management
  • Booking travel, accommodation and meeting venues and coordinating attendees, meeting arrangements, arranging conference calls
  • Schedule weekly meetings and annual staff performance reviews
  • Coordination of meeting logistics, including booking meeting rooms, VC equipment, catering etc
  • Build and maintain positive relationships with clients and key stakeholders
  • Take minutes of meetings when required
  • Assist with the preparation of Proposals/Submissions/Capability Statements and Presentations
  • Coordination of internal/external functions as required
  • Support time sheet preparation
  • Management of document retention and relevant databases
  • Assist with monthly reporting of projects and financials for principal team review
  • Assist with the coordination of business plans and budgets

Key Requirements:

  • Excellent interpersonal skills and the ability to build effective working relationships
  • Excellent communication skills both written and verbal
  • Ability to prioritise tasks and manage time effectively
  • Initiative and the ability to follow up outstanding issues
  • Customer service orientation – internal and external
  • Communication and organisation across multiple time zones
  • Always ensure confidentiality (this position has access to highly confidential information)
  • High attention to detail
  • Ability to manage multiple projects
  • Discretion and tact
  • Appreciation of cultural differences across regions
  • Flexibility to work across multiple time zones
  • Excellent stakeholder management skills
  • Previous experience in supporting business leaders
  • Advanced MS Office skills, particularly PowerPoint, Excel and Word
  • InDesign an advantage
  • General experience in financial transactions such as invoice approvals

How to Apply

Please send your CV through via the Executive Assistant LinkedIn Job Post. Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies.

Mandatory Requirement: It is an essential requirement that applicants must have the legal right to work in the US when applying for this position.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where the difference is celebrated, valued, and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation of creativity and innovative design – it is only by working together that we can realize the potential of our people, clients, and communities around us. Through our inclusive leadership and our truly global studio network of architects and designers, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.