BIG SEEKS AN EXECUTIVE ASSISTANT

BIG (Bjarke Ingels Group) is an architectural company characterized by an entrepreneurial spirit, true team-work across expertise areas and new ways of approaching conventional tasks.

We have an informal work environment where camaraderie and collegial support are highly valued and where ambition, very high work morale and dedication to being the innovators of our field unify our staff. Our office culture is characterized by creativity, high energy and a strong team spirit. We are dedicated to creating and maintaining a workplace where we want to work continuously at becoming better at what we do.

You will be part of the Admin Team in New York and will work closely with our New York-based partners and the Chief of Staff, who is between New York & Copenhagen. You will also work closely with our Admin team in Copenhagen.

You will be responsible for:

· The management and clear oversight of ever-changing calendars & day to day obligations for Partners

· Scheduling/ setting up meetings, and coordinating with Office Community Management Team and IT for meetings needs

· Act as a point of contact among Partners, internal design teams, and clients in a timely manner

· Liaise and coordinate meetings with Business Development team

· Assisting visiting partners and CEO while in NYC

· Coordination of complex travel itineraries including any necessary business visa. Flight and hotel bookings

· Tracking/Reporting ongoing Partners hours weekly

· Tracking and coordination of various business qualifications, licenses, etc.

· Preparing meetings & set up

· Compiling expenses and preparing expense reports

· Assisting with obtaining digital or wet signatures of Partners for legal or operations documents, NDAs, etc.

· Assisting PR and Communications with interview requests

· Assisting in the planning of various office events, and eventual catering orders for meetings

· Assistance in preparing Paperwork for various business qualifications, licenses, etc

· Assisting with eventual personal needs for Partners

· Keeping Partners files organized and up to date

· Various ad hoc tasks

We seek a person who:

· Is organized, structured and detail oriented

· Has self-confidence and persistence

· A strong team player

· Follows through and completes tasks with a sense of urgency

· Is consistently proactive

· Has excellent interpersonal skills and written communication skills

· Enjoys a busy and creative environment with many personalities

· Can be flexible with regard to working hours and assignments

· Is discreet

· Is comfortable with fast-paced decisions and rapidly changing environments

· Has experience with complicated travel

· Feels that no administrative task is too little or too great for you

· Has a minimum of five years (5) years of experience as an executive assistant

· C-Suite level support experience is ideal, but not mandatory

This is a full-time salaried position with benefits. Salary according to qualifications and experience.

Job Type: Full-time

Pay: From $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
All employees are required to provide proof of COVID-19 vaccination.

Ability to commute/relocate:

• Brooklyn, NY 11201: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Outlook: 5 years (Required)

Work Location: One location

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