Executive Assistant
Job Description
Cuningham seeks an Executive Assistant to share in our vision to dream big, be daring, and create change. We are a forward-thinking design firm that values people, creative problem solving, and a learning mindset in the pursuit of unique, regenerative solutions that fit our clients' needs.
The ideal candidate will be energetic, self-motivated, and a creative problems solver that can seamlessly handle administrative and office organization details for our leadership team. In this role, you will heavily engage with a team of executive leaders supporting regular meetings, travel, and team organization.
We are not considering candidates submitted by recruiters or recruiting agencies for this role.
What you will do- Attend Leadership Team meetings, identify and manage/follow up tasks with team members.
- Lead tasks or projects on behalf of the CEO/CFO and Leadership Team as requested.
- Coordinate internal and external meetings, largely for both the Leadership Team and the Board of Directors.
- Develop agendas, research information, and prepare materials for Leadership Team Members, including proofing and editing.
- In collaboration with Board Chair and CEO/CFO, prepare agendas as well as online resources for Board meetings.
- Manage calendars and expense reports for CEO/CFO and other Leadership Team members as requested.
- Oversee travel arrangements for the CEO/CFO, Leadership Team, Board Members and other large group in-person meetings.
- Act as point-of-contact for travel agency to determine and review firm travel policies.
- Develop and maintain intranet travel page, including training materials.
- Review travel reporting and invoicing. Provide travel data on a quarterly basis to appropriate leaders to determine firm's carbon footprint.
- Act as point-of-contact for real estate tenant representative/brokerage firm.
- Administrate office leases, subleases, and renewals in collaboration with the firm leadership, legal, Senior Facilities Coordinator, and local office representatives.
- Identify and develop firm facilities processes and policies.
- Attend and participate in monthly administrative team meetings, including providing support to other firm administrative team members.
- Assists on special projects, tasks, and/or assignments.
- Some tasks will require in-office attendance, must be willing to be in office as needed.
- May include office support tasks.
- Bachelor's degree or applicable experience.
- Minimum 3 years' executive administrative support experience preferred. 5+ years administrative experience required.
- Proven experience in effectively managing multiple tasks in a fast-paced environment.
- Previous experience supporting management and large teams.
- Effective communication skills, both written and verbal.
- Experience working with collaborative teams.
- Ability to anticipate needs and act proactively in support of leadership team members.
- Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Zoom, Adobe Acrobat and/or Bluebeam, and other database and scheduling software.
- Bachelor's degree or applicable experience.
- Minimum 8 years' administrative support experience, with previous experience supporting executive and/or firm leadership.
- Proven experience in effectively managing multiple tasks in a fast-paced environment.
- Ability to exercise sound judgment, as this position requires discretion in handling confidential or sensitive materials and information.
- Effective communication skills, both written and verbal.
- Advanced spelling, grammar and English composition with excellent proofreading skills.
- Ability to work independently with minimal guidance, but also able to collaborate well with others and teams.
- Excellent time management and multi-tasking skills.
- Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Zoom, Adobe Acrobat and/or Bluebeam, and other database and scheduling software.
- Prior experience working in the A/E/C industry.
- Certified Design Firm Administrator (CDFA) certification.
- Experience using Deltek Vantagepoint.
- Experience working with AIA contracts.
Compensation provided is based on our national range which varies by work location and may also depend on accreditation, experience and responsibilities. Our talent management team can share more about the specific salary range for your location during the hiring process.
Benefits: Cuningham offers a variety of benefits to employees including; health insurance, dental insurance, vision insurance, an employee wellness program, life and disability insurance, 401k retirement savings plan, paid holidays, and paid time off.
Why Cuningham?
Together, we create enduring experiences for a healthy world.
Whether we are celebrating at a Spirit hour, nurturing an equitable and just work environment, or delivering regenerative design solutions to restore natural and human systems, each exchange is an opportunity to create a better future and support the health of our talent and communities. Our values are simple and impact every aspect of our practice:
Celebrate curiosity.
Design the future.
Restore the earth.
Take care of each other.
Have fun.
What can we create together?
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Cuningham is an Equal Opportunity/Affirmative Action Employer and values the strength diversity brings to the workplace when combined with equity and justice. Qualified applicants will receive consideration for employment without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, age, genetic information, national origin, disability, military, or veteran status.
Cuningham Group provides equal employment and affirmative action opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.
Cuningham Group is a federal contractor or subcontractor subject to certain governmental recordkeeping and reporting requirements for the administration of civil right laws and regulations. Employment decisions are made on the basis of job-related criteria without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, marital status, age, genetic information, national origin, disability, military, or veteran status, or any other classification protected by applicable law.
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