Executive Administrative Assistant (Temporary)

• Administrative Support: Oversee the Design Leader's calendar; schedule meetings, manage requests, resolve conflicts, ensure efficient time utilization and coordinate with the Design Leader's personal schedule. Organize internal and external meetings - including preparation of logistics. Plan travel: Manage extensive and detailed travel plans, including flight tickets, accommodation, transportation, and visa arrangements, ensuring seamless coordination across different time zones.
• Information Management: Keep records, files, and databases updated and organized. Manage timesheets, passwords, and monthly credit card statements. Regularly submit expense reports.
• Communication: Act as the primary contact for internal and external communication, managing email and phone correspondence. Liaise effectively with other executive assistants. Ensure clear and efficient communication with clients and collaborators.
• Confidentiality: Maintain utmost professionalism and discretion when handling sensitive information. Show tact under pressure and excellent judgment.
• Graphic Support: Prepare visual presentations for project pitches and public lectures.
• Digital Media Support: Contribute to long-term social media strategies, edit text, and prepare visual/written content for the Design Leader's social media accounts.
• Project Management Support: Collaborate directly with project teams, ensure timely scheduling of meetings before client presentations, and coordinate with other departments.
• Project and Research Support: Draft, edit, and format documentation; assist with design-specific research tasks and collaborate on the creation of white papers, articles, social media posts, and books.
• Office Culture and Leadership Support: Support the Design Leader's internal initiatives around community engagement, support of firm leadership groups, the firm’s Speaker Series, and affinity groups.

• Minimum 2-3 years of experience
• Previous role as an executive assistant or in a similar administrative position.
• Proficiency in Microsoft Suite (especially Word and PowerPoint)
• Exceptional organizational, time management, analytical, and problem-solving skills.
• Ability to manage, delegate and prioritize tasks.
• Excellent communication skills.
• Ability to work in-office even in absence of Design Leaders, with some schedule flexibility in coordination with the Design Leader.

• Knowledge of Adobe Creative Suite, Bluebeam Revu, and Deltek or similar ERP system.
• Interest or curiosity with exploring AI (Artificial Intelligence) software

• Strong attention to detail, even under pressure.
• Task-oriented with a passion for excellence.
• Willingness to seek help or check work.
• Adaptable, with the ability to multitask.
• Collaborative and creative mindset.
• Proactive problem-solving skills & professionalism when handling sensitive information.

• A creative work environment and colleagues who are collaborative, creative, and challenging
• Opportunity to grow professionally
• Check our culture page to learn about life at Olson Kundig

Olson Kundig