Executive Assistant

Your Role

Gensler's Silicon Valley office is seeking a versatile and design-minded Assistant to the Managing Directors to serve as a strategic and creative partner to two leaders driving the growth and vision of our 50-person studio.

This role blends executive support, content creation, and strategic operations. You will manage calendars, act as a thoughtful gatekeeper between staff and leadership, coordinate travel, help translate ideas into presentations and communications, and support initiatives that connect to our long-term goals and brand.

We are looking for someone who thrives in a creative, fast-paced environment, takes initiative, and can turn concepts into action. You are energized by wearing many hats, bringing structure and clarity to big ideas, and representing leadership with professionalism and warmth.

What You Will Do

Strategic & Executive Support

• Manage dynamic calendars for both Managing Directors, anticipate conflicts, and adjust with discretion and diplomacy.
• Act as a thoughtful gatekeeper between staff and the Managing Directors, balancing accessibility with time and priority management.
• Coordinate Managing Director travel, including detailed itineraries, reservations, and contingency planning.
• Help reframe short-term requests through the lens of long-term studio goals, connecting back to Gensler's mission and values.
• Coordinate leadership meetings, plan agendas, and synthesize outcomes into clear follow-up actions.
• Track key initiatives, priorities, and commitments across business development, project work, and internal leadership.

Business Development & Communications

• Assist with drafting client communications, proposals, and presentations.
• Maintain tracking systems for pursuits and active leads, ensuring visibility into business development efforts.
• Create and refine presentation decks, internal updates, and executive communications that reflect the Gensler brand and level of excellence.
• Support marketing and storytelling efforts by coordinating content, photography, and thought leadership posts.

Content Creation & Brand Support

• Help prepare and edit materials for leadership speaking engagements, community events, and client-facing presentations.
• Design and produce visuals in PowerPoint and Adobe InDesign.
• Develop and support social media content creation to extend the office's and Managing Directors' presence, including post planning, copywriting, and asset coordination.
• Collaborate on office-wide communications, newsletters, and internal events that strengthen culture and brand.

Operations & Creative Problem Solving

• Partner with the Office Manager and studio coordinators to plan leadership meetings, studio events, and client gatherings.
• Maintain organized files for projects, business development, and leadership communications.
• Take minimal direction and independently move tasks forward with accuracy, polish, and strong follow-through.
• Anticipate roadblocks, identify what needs attention before it becomes urgent, and recommend solutions.

Finance & Administration

• Manage expense reports for both Managing Directors, ensuring accuracy and timely submission.
• Support the Managing Directors in tracking expenses, managing invoices, and compiling financial projections or summaries when needed.
• Help monitor proposals and project pipelines to inform quarterly forecasting and leadership planning.
• Prepare notes for Managing Director and leadership meetings

Your Qualifications

• 5 to 10 years of experience supporting executives or creative leaders, ideally in architecture, design, or related creative industries.
• Strong business and design sensibility with proficiency in Microsoft Office and Adobe InDesign (experience with Notion, Miro, or similar tools is a plus).
• Excellent communication skills, both written and visual; confident working across all levels of a firm.
• Highly organized, resourceful, and proactive, with a knack for anticipating needs and staying several steps ahead.
• Skilled at juggling multiple priorities while maintaining composure and attention to detail.
• Professional, positive, and approachable presence that reflects the tone and culture of Gensler Silicon Valley.
• Bachelor's degree preferred, but passion, initiative, and curiosity are most important.

**The base salary will be estimated between $85,000-$110,000 plus bonuses and benefits and contingent on relevant experience.

Why Gensler | Silicon Valley

Our San Jose office operates with the spirit of a start-up within a global design powerhouse: entrepreneurial, collaborative, and deeply connected to our community. You will be part of a leadership team shaping the next chapter of Silicon Valley's design culture, surrounded by creative thinkers who believe in design's power to shape a better future.

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 and hackathons, to "Well-being Week," our offices reflect our teams' diverse interests.

We encourage our employees to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays and paid time off. We also offer a 401k, profit sharing, employee stock ownership and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

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.

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