Executive Assistant

Description This role combines executive assistance, office and studio operations, and marketing/business development coordination in support of the Managing Principal(s) and leadership team of a design-driven professional services firm of approximately 30 people. The role carries significant ownership across all three areas, driving cross-functional initiatives, supporting firm-wide operating rhythms, and serving as a strategic partner to leadership rather than solely an administrative resource. The ideal candidate is polished, discreet, and highly organized, with the range to run a principal's calendar in the morning, coordinate a proposal deadline at midday, and manage a photoshoot or social post in the afternoon — while keeping every plate visibly, calmly spinning. Duties & Responsibilities — Executive & Leadership Support Serve as the primary administrative partner to the Managing Principal(s) and leadership team, managing calendars, scheduling priorities, and day-to-day executive support needs. Coordinate internal and external meetings, client presentations, and conferences, including agendas, materials, room setup, hospitality, technology, and follow-up actions. Prepare, edit, and organize correspondence, reports, presentations, spreadsheets, and other documents for leadership and firm use. Attend meetings as requested, record notes or minutes, track action items, and help ensure timely follow-through on priorities and decisions. Support execution of leadership priorities and strategic initiatives by helping organize timelines, communications, next steps, and cross-functional coordination. Serve as a central coordination point between leadership, project teams, administrative staff, and external partners to help keep initiatives moving and information flowing. Anticipate leadership and office needs, identify issues proactively, and recommend or implement improvements to administrative and operational processes. Arrange complex travel plans and itineraries and prepare expense reports in a timely and accurate manner. Assist with annual budgeting activities, monitor selected expenses, and prepare summaries or spreadsheets to support decision-making. Support internal communications by preparing announcements, updates, summaries, and other administrative communications for the office. Plan and coordinate logistics for leadership meetings, office events, retreats, team gatherings, and culture-building activities. Own key elements of the firm's operating rhythm, including leadership meeting cadences, planning cycles, and follow-through on firm-wide initiatives. Act as an integrator across studio, marketing, and administrative functions, coordinating priorities and information across teams rather than working within a single function. Lead select cross-functional projects on behalf of the Managing Principal(s), coordinating directly with practice leads as needed. Contribute to strategic planning, culture initiatives, and firm growth priorities, not only executing on them. Duties & Responsibilities — Marketing & Business Development Support Manage marketing and business development materials, including resumes, collateral updates, proposal assembly, and presentation coordination. Coordinate firm photoshoots, including scheduling, vendor communication, and digital asset management. Support social media content coordination, planning, and tracking in alignment with brand standards. Maintain an organized, up-to-date library of marketing assets — project photography, staff headshots, resumes, and boilerplate content — for use across proposals, social channels, and the firm website. Coordinate with external marketing, PR, photography, and web vendors as needed, tracking deliverables and deadlines. Support award submissions, directory listings, and other business development or visibility initiatives as assigned. Duties & Responsibilities — Office & Studio Operations Oversee front-of-house operations, ensuring visitors, callers, and guests receive a warm, polished, and professional first impression of the firm. Manage reception-related responsibilities, meeting room readiness, refreshments, and conference space coordination. Oversee office supply inventory, mail, packages, courier services, shipping, and vendor coordination to maintain an efficient and organized workplace. Liaise with building management and service providers to address maintenance requests, office repairs, and facility needs in a timely manner. Maintain the materials and resource library, including organizing samples, coordinating vendor and rep meetings, and supporting the lifecycle of materials. Maintain digital and physical filing systems, records, and administrative templates to ensure information is organized, current, and accessible. Provide light administrative support to project teams, including formatting documents, assembling packets, coordinating materials, and tracking basic project information. Handle sensitive company matters with a high level of confidentiality, judgment, professionalism, and discretion, including leadership communications, personnel-related information, financial materials, and strategic documents. Perform special projects and other duties as assigned in support of firm leadership and operational effectiveness. Skills & Abilities Strong organizational skills with the ability to manage multiple priorities, deadlines, and interruptions while maintaining accuracy and follow-through. Excellent verbal and written communication skills, with a polished and professional presence in person, by phone, and in writing. High level of interpersonal skill, poise, tact, and diplomacy in dealing with confidential matters and diverse stakeholders. Ability to exercise independent judgment, solve problems proactively, and manage work with minimal supervision. Strong analytical ability to gather and summarize information, prepare reports, and support administrative and operational decision‑making. Comfort with marketing and proposal workflows: assembling collateral, formatting resumes/qualifications, and coordinating deadline‑driven submissions. Working familiarity with social media platforms and basic content scheduling/tracking tools; graphic design skill (Adobe InDesign/Canva) is a plus but not required. Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, along with the ability to learn new systems and tools. High level of integrity, honesty, professionalism, and discretion when handling confidential or sensitive information. Ability to act as a cross‑functional integrator, exercising judgment and ownership on behalf of leadership across studio, marketing, and administrative functions rather than working within a single‑department scope. Education & Experience Associate or bachelor’s degree in business administration, Communications, Marketing, or a related field preferred. 5+ years of experience in executive support, office administration, or operations in a professional environment preferred. Experience supporting senior leaders in an architecture, interior design, engineering, consulting, or other professional services environment is strongly preferred. Prior exposure to marketing/business development coordination (proposals, collateral, or social media) in a professional services or design firm is a strong plus. Physical Requirements Ability to sit or stand for extended periods, move throughout the office, and job sites as required. Occasional bending, kneeling, and lifting of samples, deliveries, and office materials. Visual acuity for working with detailed documents and screen-based tasks. In Office. Disclaimer: This job description is intended to provide a general overview of the position and its responsibilities. It is not exhaustive and may be subject to change based on the evolving needs of the company. Employees may be required to perform additional duties beyond those outlined in this document. Reasonable Accommodation Statement: Our firm is committed to providing an inclusive and accessible work environment. We will provide reasonable accommodations for qualified individuals with disabilities to ensure they can perform the essential functions of the job. #J-18808-Ljbffr