Executive Assistant

Key Responsibilities 

Executive & Administrative Support

• Manage complex calendars, schedule meetings, coordinate travel, and ensure executive(s) are effectively prioritized.

• Serve as a primary point of contact for internal and external stakeholders; screen and manage phone calls, emails, and correspondence.

• Prepare agendas, presentations, reports, meeting minutes, and other business documents.

• Handle sensitive and confidential information with professionalism.

• Provide general administrative support, including document organization, filing, and data entry.

Project & Operations Support

• Support Operations and Project Managers with workflow coordination, organization, and protocol adherence.

• Manage project data using firmwide databases and assist with implementing new processes.

• Prepare and manage project documentation such as contracts, insurance requirements, and logs.

• Assist design management teams with data entry and file management.

• Coordinate with consultants and accounting teams to support accurate, timely invoicing.

• Track project status, invoicing, and scheduling; follow up on deadlines and delegated tasks.

• Support local implementation of corporate initiatives and participate in process-improvement efforts.

Team Coordination & Leadership

• Organize and support the Project Coordinator team; delegate tasks, oversee deadlines, and solve workflow issues.

• Provide training and development support to Project Coordinators.

• Build strong working relationships with clients, consultants, staff, and leadership.

Additional Duties

• Arrange travel, accommodations, and transportation for executives and occasionally team members.

• Coordinate meeting logistics, including venue booking, catering, and A/V setup.

• Review and reconcile expense reports.

• Assist with special projects and ad hoc assignments.

• Maintain executive continuing education and professional licenses.

• Create templates and tools to streamline processes.

Qualifications

Education & Experiences

• Bachelor’s degree in business, management, communications, architecture, or a related field preferred (associate degree accepted).

• 6+ years of relevant administrative or project coordination experience.

• Notary Public certification preferred (not required).

• Professional licensure not required.

Skills & Proficiencies

• Excellent written and verbal communication skills.

• Strong organizational, multitasking, and time-management abilities.

• Ability to lead and motivate others while managing competing deadlines.

• High level of professionalism, discretion, and confidentiality.

• Ability to work independently with minimal oversight.

• Strong team ethic and collaborative mindset.

• Graphic skills a plus.

• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

• Adobe Suite experience, including InDesign, preferred.

*Equal Employment Opportunity Statement   

Perkins&Will has established and adopted an Equal Employment Opportunity Employment policy (“EEO”), which is part of the Company’s Human Resources Policy. The purpose of this EEO policy is to ensure that all employment decisions are made on a non-discriminatory basis, and without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity or expression, gender reassignment, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state, or local law. In some cases, local laws and regulations may provide greater protections than those outlined here and employees will be covered by the laws of their local jurisdiction.   

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