Executive Assistant to Managing Director - 12-month Fixed Term Contract

Gensler's Birmingham office is seeking an Executive Assistant to provide vital administrative support to the office’s Managing Director for a 12-month fixed term contract, starting May 2026. This role is seen as a business partner to the Managing Director through top notch calendar and travel management, client relations, superior software skills and the ability to consistently anticipate/understand the Managing Director’s needs and then take appropriate action.

What You Will Do

• Extensively manage and organise executive calendars, continually monitoring changes, handling conflicts, and interfacing with other admins to rearrange or map out meetings.
• Prioritise and manage multiple projects simultaneously with the ability to move back and forth with ease.
• Manage information flow and stay on top of relevant client information, including interfacing with internal partners and executives.
• Understand the importance of confidentiality and take it seriously when part of important correspondence, private conversations, sensitive presentations, and other complex documents.
• Keep organisational, project, and business files organised and easily accessible for the Managing Director.
• Assist the Managing Director with submitting expense reports.
• Have a genuine passion for providing outstanding support capable of anticipating a manager's needs and staying 'two steps ahead'.
• Strong problem solving, prioritising, organisational and time management skills.
• Ability to work independently with minimal guidance.
• Superior verbal, written, and listening communication skills with the ability to anticipate needs and understand the big picture.
• Tact and diplomacy, especially when dealing with sensitive and confidential information.
• Working proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint) and the ability to learn new programs and software if necessary.
• Proficiency with InDesign (Adobe Suite) is helpful to assist in presentation preparation and staying on brand with company identity and level of excellence.
• Flexibility in work schedules when required to support specific events and needs that arise.
• Acts as a team player and is willing to jump into situations as they arise.

Life at Gensler

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities. As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.