Executive Assistant to Managing Director - 12-month Fixed Term Contract

Your Role

Gensler's Birmingham office is seeking an Executive Assistant to provide vital administrative support to the office’s Managing Director for a 12-month fixed term contract, starting May 2026. This role is seen as a business partner to the Managing Director through top notch calendar and travel management, client relations, superior software skills and the ability to consistently anticipate/understand the Managing Director’s needs and then take appropriate action.

This is an in person, in office role.

What You Will Do

• Extensively manage and organise executive calendars, continually monitoring changes, handling conflicts, and interfacing with other admins to rearrange or map out meetings
• Prioritise and manage multiple projects simultaneously with the ability to move back and forth with ease.
• Manage information flow & communications in a timely and efficient manner
• Makes sure that each meeting on the calendar has a proper agenda, whether the meeting was initiated by the Managing Director or not (if it’s not their meeting, responsible for making sure others communicate purpose/expectations)
• Assume role as “gate keeper” between Managing Director & other team members. Ensure staff always feel as though Managing Director is accessible, approachable & invested, while also making sure the MD has a manageable schedule.
• Acts as an important point of contact among executives, employees, clients and external partners & is driven to absorb information to best assist stakeholders.
• Build and maintain excellent client relationship skills; stays on top of relevant client information. This includes interfacing with internal partners and executives.
• Understand the importance of confidentiality and take it seriously when part of important correspondence, private conversations, sensitive presentations, and other complex documents.
• Keeps organisational, project, business files organised and easily accessible for the Managing Director.
• Assist the Managing Directors with submitting expense reports & licensure renewals in a timely fashion.
• Manage Outlook contact cards & is responsible for keeping information updated regularly. 
• Coordinate detailed travel reservations and makes sure that changes/problems are resolved
• When in office, supports Managing Director w/ client meetings & office meetings in terms of conference room set-ups, food, AV & note taking if/when needed.
• Help to create presentations for All Staff meetings & leadership meetings
• Plan and coordinate in-office leadership meetings, events, or networking events with external partners, in collaboration with office manager and studio coordinators.

Internal Communications 

• Manage communications from Managing Director to staff
• Works with Managing Director to craft office wide communications when needed
• Is comfortable and capable of communicating up to the partners, regional executives and C-Suite level is a professional manner

Scheduling + Meeting Coordination

• Coordinate office leadership schedules for internal and external contacts
• Coordinate ongoing meetings with leadership team
• Assist with scheduling and agenda for leadership meetings

Your Qualifications

• 5+ years’ experience as an Executive Administrative Assistant supporting Management in a corporate environment; experience in the architecture, design or broader built environment is preferred
• Bachelor’s Degree is a plus, but not essential
• Have a genuine passion for providing outstanding support & enjoys administrative tasks
• Demonstrates taking initiative and following through on planning; capable of anticipating a manager's needs and staying "two steps ahead"
• Strong problem solving, prioritising, organisational and time management skills.
• Ability to work independently with minimal guidance
• Superior verbal, written, and listening communication skills with the ability to anticipate needs and understand big picture  
• Tact and diplomacy, especially when dealing with sensitive and confidential information
• Working proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) and the ability to learn new programs and software if necessary
• Proficiency with InDesign (Adobe Suite) is helpful to assist in presentation preparation and staying on brand with company identity and level of excellence
• Flexibility in work schedules when required to support specific events and needs that arise
• Acts as a team player and is willing to jump into situations as they arise

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities. 

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

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