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Executive Assistant – Los Angeles, CA

Contact: Rachell Morris

ZGF’s Los Angeles office is seeking an Executive Assistant who works collaboratively with Partner(s) and Principal(s) with overall responsibilities that support the management, general business operations, and design excellence of the firm.

QUALIFICATIONS

  • Experienced in general and executive level administrative duties
  • Minimum Bachelor’s degree preferred
  • Proficient in the following software applications
  • Microsoft Word, Excel, Outlook
  • Experience with BlueBeam and Deltek Vision
  • InDesign and 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

RESPONSIBILITIES

  • Function as a partner-to and extension-of leadership, in support of the business operations of the firm
  • Must be capable of exercising discretion and independent judgment to advance the firm’s business needs
  • 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 scheduling requests in an effort to balance competing priorities of projects, offices and marketing deadlines
  • 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
  • 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
  • Responsible for generating timely expense reports and timesheets for Principal(s) and/or Partner(s)
  • Responsible for Partner Licensing and tracking Continuing Education requirements
  • Responsible for Partner autos including maintenance and routine servicing
  • Responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgment in determining priority and urgency of information
    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
  • Must be capable of representing leadership in public, with clients, consultants or vendors
  • Must be capable of working independently without supervision, able to prioritize workloads
  • Must be capable of working collaboratively (and as back-up) with other Executive Assistants
  • Must be capable of supporting architectural projects as needed, workload permitting (see Project Administrator I and II Job Descriptions)
  • Contribute however possible to ensure the overall effectiveness of support for Partners, Principals, the business operations and Design excellence of the firm

*Responsibilities for Executive Assistant may vary based on office size and structure.

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 resume and portfolio.

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