Executive Assistant

Your Role 

Gensler is office is looking for a temporary experienced Executive Assistant to provide vital administrative support to the Office Managing Directors.  This role supports two Managing Directors with all administrative needs including: calendar and schedule management, answering phones, travel arrangements, expenses and timesheets, meeting preparation and correspondence. The right candidate must excel in a very fast-paced and high-pressure environment while providing exemplary executive administrative support. 

What You Will Do 

• Deliver consistent and all-inclusive support to Office Managing Directors (timesheet reports, insurance claims, business or personal related tasks 

• Extensive calendar and time management; ensures Office Managing 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 Office Managing 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 Costa Rica office 

• Assists/covers LATAM Regional Managing’s executive assistant 

• Backup as receptionist is needed 

• Performs additional administrative tasks as required 

• 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) 
• Legally authorized to work in Costa Rica preferred 
• 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