Executive Assistant

About Us:

Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us. We recognize the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future. Our studios are founded on analysis and exploration. We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users. At Grimshaw, we encourage creativity, collaboration and innovation. We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.

RESPONSIBLE TO North American Managing Partner

KEY RELATIONSHIPS Principals, Department Leads and other leadership

JOB SUMMARY

Grimshaw is seeking a highly motivated and organized Executive Assistant to join the New York studio. The position provides hands-on experience working alongside top leadership, allowing you to gain valuable insights into the strategic management of a creative, dynamic organization. Working within a collaborative environment, you'll be encouraged to use your own initiative, problem-solving skills, and creativity to streamline administrative processes.

This role provides dedicated, proactive support exclusively to the North American Managing Partner, who also serves as Deputy Chairman, including calendar management and triage, advance preparation for meetings, inbox management and detailed travel itineraries. A successful candidate will be able to demonstrate sound judgment, professionalism and discretion, manage a long-range calendar alongside critical priorities, and operate across all levels of the organization. Experienced candidates with strong interpersonal skills are encouraged to apply.

TASKS AND RESPONSIBILITIES

Executive Support

• Manage the partner’s calendar, proactively resolving daily clashes and rescheduling meetings across multiple time zones. Prioritize competing commitments and anticipate needs.
• Manage the partner’s inbox and correspondence, communicating with colleagues and clients on their behalf and following up on open items.
• Maintain their contact database and prepare advance materials for each meeting (agendas, relevant bios, history) and summary of prior actions so that they arrive fully briefed.
• Produce comprehensive travel itineraries that combine flights, accommodation, visas and travel documentation with a full schedule of meetings, including purpose, attendees and preparatory materials.
• Collate the partner’s expenses for submission to Finance in accordance with company policy, and complete weekly timesheets.
• Arrange lunches and catering for the partner’s meetings.
• Track and maintain state architecture licensure and AIA credits.
• Confirm in advance that meeting rooms and the required technology for the Managing Partner’s meetings are booked, functioning and set up alongside administration, facilities and IT.

Project Management and Business Initiatives

• Coordinate and track independent projects and business initiatives on behalf of the Managing Partner, managing timelines, deliverables and follow-ups over a multi-month horizon. Liaise with department leads to move initiatives forward.
• Prepare briefing materials, presentations, reports, and meeting agendas; take minutes and track action items.
• Support strategic planning, research, and special projects as assigned.
• Serve as administrator to Grimshaw’s interiors entity including all board agendas and tracking actions.

SKILLS AND COMPETENCIES

• Undergraduate degree preferred.
• Minimum of five years’ relevant experience, including sustained support to senior executives and navigating full business cycles and challenging situations.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking, including a longer-term view alongside the day-to-day.
• A genuine commitment to organization and follow-through: consistent closure on every request.
• Strong judgment and the ability to anticipate needs and adapt to an executive’s working style. Ability to handle confidential assignments with tact and diplomacy.
• Excellent interpersonal skills; able to adapt to different styles and build trust with external contacts on the Managing Partner’s behalf.
• Intellectual curiosity and an open, teachable mindset; comfortable learning new tools and systems.
• Strong written and verbal communication skills.
• Able to use initiative and work independently with little guidance.
• Expertise in Microsoft 365.

POSITION DETAILS

Work Arrangement: Full-time, in studio five days a week (Monday-Friday).

Compensation: Salary is commensurate with qualifications and experience, ranging from $85,000 - $100,000, excluding profit share and other benefits. This is a good faith estimate based on the expectations as laid out in the job description. Grimshaw provides a comprehensive benefits package, including fully employer-paid medical, dental, and vision for individual coverage, with dependent coverage available at competitive group rates. Additional benefits include life insurance, Safe Harbor 401(k), 15+ days paid time off, ARE support and annual performance reviews.

Grimshaw is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, national origin, ancestry, alienage or citizenship status, age, disability or handicap, sex, gender identity, marital status, familial status, veteran status, sexual orientation or any other characteristic protected by applicable federal, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.