Executive Assistant to CDTO & CIO

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm.  We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration.  Together we can achieve great things. 

Job Description:

SOM is seeking a highly organized, hyper-proactive Administrative Assistant with strong strategic and communication skills. This role requires exceptional communication skills with a well thought out process in problem solving. It requires the ability to manage competing priorities in a dynamic and fast-paced environment. The ideal candidate is detail oriented, professional, and comfortable collaborating across teams to ensure seamless operations and a positive client and internal work experience. 

Success at SOM Means 

• Ideas:  We believe in a meritocracy of ideas.  We look to everyone to actively contribute to the discourse in the firm. 

• Knowledge:  We believe that expertise is the result of lifelong learning.  We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.

• Product:  We strive for excellence in the concept, quality, and delivery of our work.

• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work.  Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.

• Team: We value the power of interdisciplinary integration.  A positive team culture in which everyone collaborates openly towards common goals is essential.

• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work. 

Position Responsibilities 

• Provide administrative support to the CDTO and CIO, including their leadership teams. 

• Manage sensitive matters with professionalism, confidentiality, and discretion.

• Prioritize and organize incoming tasks and communications based on urgency and business impact.

• Attend and document key team meetings; track action items and follow up to ensure accountability.

• Conducts research as requested by the CIO and CTO. 

• Trained and proficient in Linear, is a plus, if not, training will be provided. Linear is the team's task management tool, to monitor and manage project workflows.

• Efficiently manages and coordinates multiple complex calendars for individuals and teams, ensuring optimal scheduling and alignment. Demonstrates advanced multitasking skills in a fast-paced, dynamic environment.

• Coordinates travel arrangements, including flights, accommodations, updating calendar with details. 

• Collaborate with cross-functional teams, globally,  to facilitate effective communication and information sharing. 

• Prepare presentations, agendas, reports, special projects and other documents in support of objectives for the team.

• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.

• Flexible hours as required by the needs of business for projects and meetings.

• Understands to collaborate with internal teams to prepare for client meetings in house and manages logistics for client visits, including conference room booking, catering arrangements, and guest services.

• Ensures all external guests are properly registered in the security system for smooth building access and check-in.

• Professionally prepared to meet and greet clients, creating a positive first impression and ensuring a warm and hospitable environment. 

Minimum Qualifications 

• Minimum of 5 years’ experience as a high functioning executive assistant to senior leaders or equivalent corporate experience.

• Demonstrates excellent interpersonal, written, and verbal communication skills.

• Demonstrates strong organizational and time management skills.

• Exhibits initiatives, problem solving, and decision quality with a high attention to detail in a fast-paced environment.

• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means.

• Advanced computer skills including document and presentation preparation; database creation and management; contact management; research and high proficiency in Microsoft Office and Google Workspace.

Are you ready to join a team of creative professionals working on transformational projects around the world? Take advantage of this exciting opportunity to build a better future with SOM. 

Our Benefits:

Health and Wellness: Medical, dental, vision, disability, and life & accident insurance

Savings: 401K matching, pre-tax spending accounts, and employee discount programs

Work/Life Balance: Hybrid/Flexible schedules, paid family leave, paid vacation, backup child and elder care, and an employee assistance program

Professional Development: Reimbursement for professional licenses, associated renewals, and exam fees as well as specialized in-house career development 

Compensation for this role is based upon experience, qualifications, location, and education and typically ranges from $90,000 - $110,000.

Our Culture:
 

Our creative, interdisciplinary teams work like small, dynamic studios, with all the resources and diversity of a global firm. Here, you’ll collaborate with industry experts on some of the most exciting and transformative architecture, engineering, and planning projects in the world. 

We believe an inclusive environment improves our teams, our firm, and our communities and are passionate about Diversity, Equity, and Inclusion. Our DEI Action Plan was created to bring meaningful change to our profession, starting with our own culture and practices. 

We are proud to be an equal opportunity and affirmative action employer. Visit this page to learn more about SOM's employment policy and how to apply offline: www.som.com/employment_opportunities_and_policy

For more about SOM: www.som.com