Executive Assistant (Vienna)

About the Company

Lessard Design Inc. (LDI) has been shaping the future of architecture for over 35 years. With a $25M Architecture division and a $20M Real Estate Development arm, the firm is renowned for its innovative designs and its commitment to creating vibrant, thriving communities. LDI’s diverse portfolio includes award-winning projects across the Mid-Atlantic and New England regions, ranging from high-rise towers to garden apartments. By blending creative ingenuity with real estate expertise, LDI is redefining what’s possible in the built environment.

Executive Assistant Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and operational support to the firm's executive leadership. This role is ideal for someone who thrives in a fast-paced, creative professional-services environment and can confidently manage competing priorities, sensitive information, client communications, and executive schedules.

The Executive Assistant will serve as a key liaison between firm leadership, employees, clients, consultants, and external partners while helping ensure that day-to-day executive and office operations run efficiently.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars, meetings, appointments, and scheduling for executive leadership
• Coordinate internal and external meetings, including conference rooms, virtual meetings, agendas, materials, and follow-up items
• Manage executive correspondence and assist with drafting emails, letters, reports, and presentations
• Screen and prioritize requests, communications, and scheduling needs
• Track deadlines, commitments, action items, and leadership follow-ups
• Maintain confidential executive, employee, client, and business information
• Prepare expense reports, invoices, reimbursements, and other administrative documentation

Client & Business Support

• Serve as a professional point of contact for clients, consultants, developers, contractors, and business partners
• Coordinate client meetings, presentations, interviews, and business-development activities
• Assist leadership with preparation for client presentations, project pursuits, and industry events
• Help organize proposal and qualification materials in coordination with the marketing and business-development teams
• Maintain contact information and assist with client and business-development follow-up

Travel & Event Coordination

• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries and reservations
• Organize leadership attendance at conferences, industry events, award programs, and client functions
• Assist with company meetings, leadership retreats, employee events, and client entertainment

Firm & Leadership Operations

• Support leadership meetings by coordinating agendas, materials, meeting notes, and follow-up items
• Work closely with Marketing, Human Resources, Accounting, Interior Design, Architecture and other departments
• Assist with special projects and strategic initiatives led by firm principals
• Maintain organized executive files records, contacts, and documents
• Anticipate leadership needs and proactively address scheduling or administrative issues
• Help improve administrative processes and overall executive efficiency

Qualifications

• A minimum of 5 years of experience supporting senior executives, principals, or C-suite leadership
• Experience in an architecture, interior design, engineering, real estate development, construction, or other professional-services environment preferred
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities and shifting deadlines with minimal supervision
• High level of professionalism, discretion, judgment, and confidentiality
• Strong attention to detail and follow-through
• Comfortable communicating directly with executives, clients, and senior-level external contacts
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Experience coordinating executive travel, meetings, and events

Ideal Candidate

The ideal candidate is polished, resourceful, dependable, and exceptionally organized. They understand how to support busy executives without requiring constant direction, anticipate what needs to happen next, and are comfortable working in the dynamic environment of an architecture and design practice.

This individual should be equally comfortable coordinating an executive calendar, preparing materials for an important client meeting, arranging last-minute travel communicating with a developer or consultant, and ensuring leadership priorities do not fall through the cracks.

Position Type

Full-Time I In-Office

Reports to: Executive Leadership

Actual compensation will be determined based on qualifications, experience, job-related skills, and relevant education and training.