Strategic Support Professional

hace 1 día

San José, San José, Costa Rica Gensler A tiempo completo

Your Role

Key Responsibilities:

  • Support to Directors: Provide comprehensive and timely assistance to senior management, ensuring seamless execution of tasks such as timesheet reports, insurance claims, and business/personal related tasks.
  • Calendar Management: Maintain an extensive calendar and ensure Directors are on time and prepared for meetings by consistently reviewing and proactively making changes.
  • Travel Coordination: Coordinate complex travel reservations (domestic and international) and generate detailed travel itineraries. Ensure any travel changes or problems are resolved and communicated efficiently.
  • External Board Coordination: Manage Directors' involvement in external boards, coordinate participation, and plan events and meeting setups as needed, including food and beverage coordination.
  • Client/Office Calls: Screen incoming client or internal/external office calls and handle accordingly.
  • Confidentiality: Handle a high volume of confidential and sensitive information, maintaining the confidentiality of all organizational information.
  • Prioritization and Project Management: Manage competing priorities and multiple projects simultaneously, following through on issues in a timely manner.
  • Relationship Building: Build and maintain excellent relationships with internal and external clients, staying on top of relevant client information.
  • Attendance Tracking: Coordinate details and track all attendance relating to professional memberships, licenses, community relations, civic and social responsibilities, and personal obligations.
  • Certification Management: Manage the CFIA APC for changes or registration of inspectors, projects, and respective payments of managing directors.
  • Expense Reporting: Compile and submit accurate expense reports promptly.
  • Invoice Processing: Collect, register in the system, and file invoices of P-card purchases; send them to the Finance Department and ensure correct use.
  • Contact Management: Ensure Client Relations Management database and Outlook contacts are up to date and accurate.
  • Marketing Support: Assist with marketing efforts as needed, creating or updating presentations, newsletters, and quarterly mailings.
  • Meeting Coordination: Provide support and coordinate business/client meetings and other arrangements during Regional Managing Principal or Board of Directors visits to Mexico office.

Your Qualifications

We are seeking a highly skilled and experienced Executive Assistant to support our senior management team. The ideal candidate will have:

  • Education: Bachelor's degree
  • Experience: Minimum 6+ years' experience as an Executive Assistant supporting Executive-level management in a fast-paced corporate environment
  • Technical Skills: Highly proficient in MS Office (Word, Excel, PowerPoint, Outlook)
  • Knowledge: Knowledge of Adobe Creative Suite, particularly InDesign, is a plus
  • Soft Skills: Ability to keep matters confidential, calm demeanor, high level of professionalism, excellent written and verbal communications skills, strong organizational skills and attention to detail, adaptable, ability to anticipate needs, strong analytical skills and creative thinking capabilities, effective priority and time management skills, ability to excel in a fast-paced, high-pressure environment, ability to communicate and interact effectively with all levels of management, exceptional customer service skill

Life at Gensler

We value our employees' growth and well-being. At Gensler, we believe that our people's diverse interests reflect our firm's commitment to enjoying life while delivering best-in-class design. We offer reimbursement for certain professional licenses and associated renewals and exam fees, as well as tuition reimbursement for eligible programs or classes. Our professional development programs are strategic investments in our future, empowering our employees to excel in their roles and advance their careers.

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