{"id":2729371,"url":"https://alion.io/job/grimshaw-executive-assistant","title":"Executive Assistant","company":{"id":1944127,"name":"Grimshaw","domain":"grimshaw.global","url":"https://alion.io/company/grimshaw-global","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"JobScore","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["New York, United States"],"countries":["US"],"hiring_countries":["US"],"hiring_countries_total":1,"salary":{"min":85000,"max":100000,"currency":"USD","period":"year","gross":null,"usd_annual":100000},"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-16T15:31:11Z","employer_posted_date":"2026-10-30","last_verified_at":"2026-11-06T15:52:31Z","board_verified":true,"closed_at":null,"days_open":21,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":21},"description":"About Us:\nGrimshaw 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.\nRESPONSIBLE TO North American Managing Partner\nKEY RELATIONSHIPS Principals, Department Leads and other leadership\nJOB SUMMARY\nGrimshaw 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.\nThis 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.\nTASKS AND RESPONSIBILITIES\nExecutive Support\nManage the partner’s calendar, proactively resolving daily clashes and rescheduling meetings across multiple time zones. Prioritize competing commitments and anticipate needs.\nManage the partner’s inbox and correspondence, communicating with colleagues and clients on their behalf and following up on open items.\nMaintain 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.\nProduce comprehensive travel itineraries that combine flights, accommodation, visas and travel documentation with a full schedule of meetings, including purpose, attendees and preparatory materials.\nCollate the partner’s expenses for submission to Finance in accordance with company policy, and complete weekly timesheets.\nArrange lunches and catering for the partner’s meetings.\nTrack and maintain state architecture licensure and AIA credits.\nConfirm 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.\nProject Management and Business Initiatives\nCoordinate 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.\nPrepare briefing materials, presentations, reports, and meeting agendas; take minutes and track action items.\nSupport strategic planning, research, and special projects as assigned.\nServe as administrator to Grimshaw’s interiors entity including all board agendas and tracking actions.\nSKILLS AND COMPETENCIES\nUndergraduate degree preferred.\nMinimum of five years’ relevant experience, including sustained support to senior executives and navigating full business cycles and challenging situations.\nStrong organizational, project management, and problem-solving skills with impeccable multi-tasking, including a longer-term view alongside the day-to-day.\nA genuine commitment to organization and follow-through: consistent closure on every request.\nStrong judgment and the ability to anticipate needs and adapt to an executive’s working style. Ability to handle confidential assignments with tact and diplomacy.\nExcellent interpersonal skills; able to adapt to different styles and build trust with external contacts on the Managing Partner’s behalf.\nIntellectual curiosity and an open, teachable mindset; comfortable learning new tools and systems.\nStrong written and verbal communication skills.\nAble to use initiative and work independently with little guidance.\nExpertise in Microsoft 365.\nPOSITION DETAILS\nWork Arrangement: Full-time, in studio five days a week (Monday-Friday).\nCompensation: 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.\nGrimshaw 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. 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