Executive Assistant (Temp to Perm)

Snøhetta is an international, interdisciplinary architecture and landscape architecture firm with eight studios worldwide. The US office in New York is working on architectural, interior, and landscape projects associated with libraries, performance spaces, master plans, academia, museums, park planning, and public plazas throughout the Americas.

Position Summary

Snøhetta is seeking a proactive, motivated, and organized Executive Assistant to support two of the firm’s executives. Executive Assistants collaborate studio-wide and coordinate efforts that support executive leadership, studio operations, and client relationships. They work alongside studio leadership and have valuable exposure to the company's strategic management and operations.

The Executive Assistant will track multiple tasks and, therefore, need impeccable follow-through, a positive attitude, and an indomitable spirit. Key responsibilities include:

• Manage multiple calendars by scheduling and coordinating appointments, anticipating needs, and rearranging meetings as appropriate
• Book travel (air, hotel, car, rail), build itineraries, address any changes, and handle any necessary travel documentation
• Schedule internal and external meetings over multiple time zones and countries
• Support the partners' architecture and landscape professional development
• Coordinate panel discussions, lectures, and media interviews
• Complete weekly timesheets, monthly expense reports as needed, and new/renewal of state licenses for the partners.
• Potential calendar coordination for personal appointments

Skills & Abilities

A successful Executive Assistant will possess strong communication, organizational, interpersonal, and time management skills. They have a proactive approach that includes timeliness, appropriate prioritization, and a sense of urgency. They will engage with studio leadership and high-profile clients and, therefore, have an open, trusting, and approachable demeanor.

The EA should be trustworthy, forthright, and humble. They follow directions, accept feedback, and adjust their work and performance. They ask questions, capture notes, and build a solid resource set to use in their work.

Key capacities include:

• Ability to handle multiple tasks, projects, competing priorities, and tight deadlines while maintaining quality
• Strong calendaring experience with the ability to accurately track and communicate ongoing changes, anticipate needs, and make adjustments
• Exercises judgment, discretion, professionalism, and trustworthiness
• Ability to represent the office professionally in all written and verbal communications
• A strong eye for detail with dependable follow-through
• Maintains an even composure and is effective under pressure
• Experience working with high-level clients, media contacts, and studio leadership is helpful but not required
• Proficiency with Microsoft Office 365, Adobe Creative Suite, Zoom, WebEx, Microsoft Teams, and Deltek software (preferred)

Education and Experience:

• A minimum of 5 years of administrative or comparable experience
• Bachelor’s degree preferred

Employment Period, Salary and Work Location

• This is a temporary, hourly, full-time position with a 6-month engagement with the intent to transition to a permanent, salaried opportunity
• A check-in will take place in the final month to discuss the potential transition to full-time, permanent employment
• Salary range is between $37.00 and $45.43 per hour, based on relevant work experience
• The Executive Assistant will work in person and be given some flexibility to work remotely

Relationships

The Executive Assistant reports to the Office Manager. The EA will work with the entire Executive Team, comprised of all four ownership Partners and the CFO. They will work closely with a fellow Executive Assistant, the Office Operations Teams, U.S. Project Managers, and International Leadership teams.

Snøhetta Culture & Benefits

All positions at Snøhetta, regardless of level or discipline, expect a person to be a good citizen of the firm who contributes to a positive, inclusive organizational culture. By joining Snøhetta, you will become part of a unique, exciting, and highly competent environment that enjoys producing excellent work and appreciates a good laugh and having fun together.

We offer:

• A multidisciplinary and innovative work environment
• Lots of fun, discussions, and activities both at work and after office hours
• Great colleagues who care about each other and their work

Our robust benefits package is available to full-time employees and is centered on finding balance, well-being, and fulfillment at work and home. Some of the ones we’re most excited about are:

• Generous Paid Time Off to rest and recharge throughout the year. Over 40 days of PTO (vacation, sick, holidays and professional development). Plus floating holidays to take time reflecting one’s culture, background, and identity. Our office closes from Christmas to New Year’s Day, so everyone in the studio can unplug.
• Growth and career development are fostered through our formal Mentorship Program, support for licensure, an educational stipend, and monthly knowledge-sharing events
• Comprehensive health, dental, and vision coverage, including a fully funded medical reimbursement program and flexible spending accounts (FSA) to cover additional health expenses.
• Family support benefits, including company-paid parental leaves and return-to-work plans. Dependent Care FSAs for school-aged children or elder relatives. NY Paid Family Leaves to care for loved ones in need.
• 401k plan with matching and steady vesting schedule. Company-paid life insurance with the option to top up. Annual discretionary bonus at year-end.
• Connect with colleagues informally through lunch breaks, meet-ups in the kitchen with snacks, coffee or other tasty beverages. Or, take advantage of year-round Half-Day Fridays and plan an outing with others.