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Executive Assistant

hace 3 semanas

San José, Costa Rica Gensler A tiempo completo

Your Role

What You Will Do
- Deliver consistent and all-inclusive support to Directors (timesheet reports, insurance claims, business or personal related tasks
- Extensive calendar and time management; ensures Directors are on time and prepared for meetings; consistently reviews calendar and proactively makes changes
- Coordinates complex travel reservations (domestic and international) and generates detailed travel itineraries; Completes early check ins (over the weekends if necessary); Ensures that any travel changes or problems are resolved and communicated
- Manages Directors' involvement in external boards, coordinates participation and plans events and proper meeting set ups as needed (including food & beverages coordination if needed)
- Screens incoming client or internal/external office calls and handles accordingly
- Handles a high volume of confidential and sensitive information; maintaining confidentiality of all organizational information
- Manages competing priorities and multiple projects simultaneously, following through on issues in a timely manner
- Builds and maintains excellent relationships with internal and external clients; stays on top of relevant client information
- Coordinates details and tracks all attendance relating to professional memberships, licenses, community relations, civic and social responsibilities and personal obligations
- Management of the CFIA APC for changes or registration of inspectors, projects and respective payments of the managing directors
- Compiles and submits accurate expense reports promptly
- Collects, registers in the system and files invoices of the P-card purchases; Send them to the Finance Department and ensure the correct use of it
- Ensures Client Relations Management database and Outlook contacts are up to date and accurate
- Assists with marketing efforts as needed; creating or updating presentations, newsletters and quarterly mailings, or as required
- Provides support and coordinates business/clients meetings and other arrangements (transportation/reservations, etc.) during Regional Managing Principal or Board of Directors visits to Mexico office
- Assists/covers LATAM Regional Managing’s executive assistant
- Backup as receptionist is needed
- Performs additional administrative tasks as required

Your Qualifications
- Bachelor’s degree and minimum 6+ years’ experience as an Executive Assistant supporting Executive-level management in a fast-paced corporate environment
- Highly proficient in MS Office (Word, Excel, PowerPoint, Outlook)
- Knowledge of Adobe Creative Suite, particularly InDesign a plus
- Ability to keep matters confidential and possess a calm demeanor; capable of consistently maintaining a high level of composure and job focus
- 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

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.