Executive Assistant & Project Coordinator

Assistant To The Senior Vice President Of Kilroy's Creative Studio

This position will be employed by Kilroy Realty, L.P. We are seeking a highly organized and proactive individual to fill the role of assistant to the senior vice president of Kilroy's creative studio. Studio is Kilroy's creative department that oversees art, architectural design, interior design, graphic design, branding, and environmental wayfinding. The team consists of both internal and external members, including an exclusive consultant partnership with Dpa, which includes the role of our creative consultant. As the assistant to the SVP, you will play a crucial role in supporting their day-to-day activities and ensuring efficient operations within the Kilroy and studio team. This position requires a detail-oriented individual with excellent communication and time-management skills, who can prioritize tasks and take a proactive approach within the team's operations. If you thrive in a dynamic environment and are eager to contribute to the success of our creative team, we encourage you to apply for this assistant position.

Opportunity Requirements

• Bachelor's degree
• Three to five years of prior experience supporting senior management or a team.
• Excellent written and verbal communication
• Strong time-management and prioritization skills; with experience managing rapidly changing travel schedules with a high number of
• Should have a high level of discretion, confidentiality, professionalism and be customer service
• Detail-oriented with excellent organizational
• Resourceful self-starter with a proactive, dynamic, can-do attitude, able to be flexible when needs change.
• Ability to multitask effectively in a fast-paced
• Proficiency in Microsoft Office Suite and Adobe Creative Suite (helpful if familiar with Asana and Bluebeam).
• A team player capable of cultivating productive working relationships across the company, including interacting with senior

Summary Of Responsibilities

An essential function of this position is regular and predictable attendance. The core responsibilities of this position include, but are not limited to the following:

Executive Support

• Manage and optimize the SVP's calendar, strategically scheduling appointments, meetings, creative sessions, and executive priorities while serving as a trusted gatekeeper who evaluates competing demands, prioritizes requests, and safeguards time for high-value work, decision-making, and strategic initiatives.
• Monitor and manage sensitive and confidential information with the highest degree of discretion.
• Manage and track executive action items, ensuring follow-through on commitments and deadlines.
• Anticipate and coordinate executive workplace needs, ensuring the SVP is prepared and supported throughout high-volume meeting days, presentations, and special events.
• Provide general administrative support, such as managing expenses, team company credit card usage, preparing expense reports, processing vendor invoices in Yardi, and ordering office supplies.
• Handle any additional tasks or ad hoc requests to ensure the smooth operation of the creative department.
• Other duties as assigned

Communication Management

• Prioritize and manage the requests for the SVP via email, drafting responses when appropriate and ensuring timely and effective communication.

Meeting Preparation

• Assist in preparing for meetings, including gathering and organizing necessary materials, creating agendas for reoccurring executive and departmental updates and coordinating logistics. Take meeting minutes or notes as required.

Project Coordination

• Collaborate with the SVP and studio team members to track project progress using Asana, ensuring deadlines are met and milestones are
• This includes following up on project progress, as well as collecting necessary documentation and photos to ensure complete approval of final
• Assist in coordinating resources, facilitating communication between team members, and updating project management
• Manage all incoming studio requests through the Asana form and
• Collaborate with the SVP on regularly releasing comprehensive updates and trackers regarding all open studio tasks for larger executive

Presentation Preparation

• Collaborate with the SVP to create visually captivating presentations for internal and external
• Assist in designing presentation decks, refining visual assets, and ensuring cohesive

Vendor Communication And Outreach

• Create and maintain vendor relationships to ensure materials and specs are kept up to
• This includes coordinating vendor presentations to ensure the studio team is up to date on the products and materials vendors have to
• Create and maintain consultant relationships and coordinate meetings as needed to get studio team up to date with current consultant work and experience.
• Maintain vendor / consultant contact library on Asana and regularly confirm vendor / consultant contact information.

Team Collaboration

• Foster positive working relationships within the creative team and other
• Facilitate communication, coordinate team meetings, and support cross-functional collaboration on creative projects. This includes within the studio team as it is comprised of both Dpa (as an external consultant) and Kilroy

Travel And Logistics

• Coordinate travel arrangements for the SVP, including flights, accommodation, and ground transportation.
• Provide itineraries and assist with any necessary travel

Design/Creative Research

• Support front-end ideation on studio projects by exploring sources of inspiration, investigating emerging trends, and building a library of visual support
• Compile and present relevant information to the SVP, supporting their decision-making process and creative vision.

Special Projects

• Support and assist in maintaining studio design initiatives such as spec suite standards, furniture inventory, furniture quick ship, av standards, etc.
• Support and assist in asset photoshoots.

Creative Asset Management

• Organize and maintain studio's digital and physical creative assets, including files, samples, physical drawings and reference Implement a systematic approach to file organization, ensuring easy access and retrieval.

What We Offer

At Kilroy, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within the role. The base pay range for this role is between $52.88 and $59.13 and your base pay will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. This role is eligible for an annual discretionary bonus as well.

Our comprehensive group health benefits program is built around your total health and provides employees and their families with care and coverage designed to help you thrive. Our health and wellness program offerings include medical, dental, vision, with FSA, HSA options, group life & disability, LTD coverage and much more. Ancillary programs include a retirement savings plan with a competitive employer match, employee support programs like our parental leave coaching program, wellness, and commuter benefits, just to name a few. We invite you to visit our website at to learn more.

Equal opportunity employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the know your rights notice from the department of labor.