Senior Executive Assistant

Senior Executive Assistant

Diller Scofidio + Renfro is an interdisciplinary studio at the intersection of architecture, the visual arts, and the performing arts.  Based in New York City, Diller Scofidio + Renfro is led by three partners who work collaboratively with a staff of 100 architects, artists and administrators.

The Studio is seeking a Senior Executive Assistant. The Senior EA will provide strategic high-level executive and administrative support to the Partners in the daily operations of the Studio. While this position primarily supports one Partner, the Senior EA will be expected to provide general administrative support to all Partners on an as-needed basis. The ideal candidate will be organized, proactive, and detail-oriented, with a strong ability to multi-task and prioritize duties with minimal oversight. The Senior EA will serve as the primary point of contact for all internal and external matters and serves as a liaison between Partners, senior management and clients. Additionally, the Senior EA will oversee the Studio’s administrative team.

Responsibilities:

• Daily management of complex calendars and digital and hard copy schedules
• Manage frequent, complex and detailed travel plans both for domestic and international travel, including airline reservations, travel visas, ground transportation, hotel accommodations, culinary reservations, and frequent flyer information
• Oversee the Studio’s corporate accounts for travel, cars, messenger services and caterers
• Serve as the primary liaison between Partners, senior management, and clients
• Communicate directly on behalf of Partners with high profile clients, board members, sponsors, and VIP clients on matters related to projects and personal initiatives as directed
• Participate as an adjunct member of the Senior Leaders and Associates meetings; coordinates the agenda and scheduling, prepares meeting’s minutes and follows up on assigned action items
• Coordinate with the Communications department the scheduling of lectures, interviews, galas, bios preparation for all events i.e., dinners, client meetings and site visits
• Work closely with the Finance Department on outstanding invoices, reimbursements, honorariums, charitable gifts and currency exchange for Partners’ travels
• Drafts emails and letters; prepare and coordinate oral and written communication for staff and clients
• Administration of the Partner's business and personal contacts to ensure information is up-to-date
• Administration and tracking of Partners worked hours at the end of each month
• Coordinate Partner teaching schedules
• Perform and run personal tasks as requested by Partners
• Performs other duties as assigned by Partners

 Administrative Manager Duties:

• Supervision of Administrative Team: Executive Assistant, Junior Executive Assistant, and Receptionist
• Management and approval of weekly schedule/PTO requests
• Oversee admin team staffing needs and provide or arrange coverage, as needed

Qualifications:

• 8+ years of C-level Executive & Administrative experience within a fast paced office environment
• Strong organizational skills and the ability to perform and prioritize multiple tasks while under tight deadlines with excellent attention to detail
• Excellent written and verbal skills, including a high-level of proficiency in grammar and spelling
• Must be able to work effectively independently and exercise discretion and good judgment. Must anticipate any potential problems, make decisions, develop, facilitate and implement solutions
• Demonstrated professionalism, maturity, diplomacy, composure and grace under pressure
• Significant level of discretion in dealing with confidential information and high-profile individuals
• Flexibility in shifting priorities, as well as strong personal initiative and resourcefulness; taking ownership of, and accountability for, responsibilities and decisions made
• Ability to listen closely and learn the nuances of each Partner’s personalities to anticipate needs
• Strong management skills and supervisory experience of at least 2 staff members
• Strong interpersonal skills and the ability to build trusting and close professional relationships with clients and staff
• Bachelor Degree or Master Degree in Business Management or related field preferred

To apply, please visit: https://dsr.wufoo.com/forms/rmsu4nn1orrffy/