Executive Assistant

About the Role

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.

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.
  • Anticipate leadership and office needs, identify issues proactively, and recommend or implement improvements.
  • Arrange complex travel plans and itineraries and prepare expense reports.
  • Assist with annual budgeting activities, monitor selected expenses, and prepare summaries or spreadsheets.
  • Support internal communications by preparing announcements, updates, and summaries.
  • Plan and coordinate logistics for leadership meetings, office events, retreats, and team gatherings.
  • Own key elements of the firm's operating rhythm, including leadership meeting cadences and planning cycles.
  • Lead select cross-functional projects on behalf of the Managing Principal(s), coordinating with practice leads.
  • Contribute to strategic planning, culture initiatives, and firm growth priorities.
• 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.
  • Maintain an organized library of marketing assets (project photography, staff headshots, resumes, boilerplate content).
  • Coordinate with external marketing, PR, photography, and web vendors.
  • Support award submissions, directory listings, and other business development initiatives.
• Office & Studio Operations:
  • Oversee front-of-house operations, ensuring a warm and professional first impression.
  • Manage reception, meeting room readiness, refreshments, and conference space coordination.
  • Oversee office supply inventory, mail, packages, courier services, and vendor coordination.
  • Liaise with building management for maintenance requests and office repairs.
  • Maintain the materials and resource library, including organizing samples and coordinating vendor meetings.
  • Maintain digital and physical filing systems, records, and administrative templates.
  • Provide light administrative support to project teams.
  • Handle sensitive company matters with confidentiality, judgment, and professionalism.

Requirements

• Skills & Abilities:
  • Strong organizational skills with ability to manage multiple priorities and deadlines.
  • Excellent verbal and written communication skills, with a polished and professional presence.
  • High level of interpersonal skill, poise, tact, and diplomacy.
  • Ability to exercise independent judgment and solve problems proactively.
  • Strong analytical ability to gather and summarize information.
  • Comfort with marketing and proposal workflows.
  • Working familiarity with social media platforms and content scheduling tools.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
  • High level of integrity, honesty, and discretion.
  • Ability to act as a cross-functional integrator.
• Education & Experience:
  • Associate or bachelor’s degree in business administration, Communications, Marketing, or related field preferred.
  • 5+ years of experience in executive support, office administration, or operations preferred.
  • Experience supporting senior leaders in professional services (architecture, design, engineering, consulting) strongly preferred.
  • Prior exposure to marketing/business development coordination in professional services or design firm is a 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 detailed documents and screen-based tasks.

In Office.

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.