Olson Kundig is a design practice founded on the ideas that buildings can serve as a bridge between nature, culture and people, and that inspiring surroundings have a positive effect on people’s lives. The firm’s work can be found across the globe, with projects as wide-ranging as huts to high rises, homes—often for art collectors—to academic, cultural and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design.
Currently, we are seeking an Executive Assistant who will provide executive-level support to two firm design leaders – one located in our Seattle office and one remote. This role will report directly to each leader and will be located in our Seattle office.

POSITION DESCRIPTION:

The primary responsibilities of this role are to maintain the Design Leaders’ schedule, coordinate calendars with internal and external stakeholders (clients), reconcile timesheets and expense reports, provide logistical and travel support, and work on strategic projects.

Responsibilities:

• Maintain an accurate and detailed calendar for the Leaders. Manage and log incoming scheduling requests in a timely and professional manner, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
• Organize internal and external meetings for the leader, including logistical and substantive preparation often coordinating with an external client.
• Manage the leader’s extensive travel schedule with a high attention to detail to plan all logistics and arrangements.
• Track and reconcile monthly credit card statements and complete and submit expense reports regularly by assigned deadlines.
• Complete and submit weekly timesheets by assigned deadlines to support the Leader’s billable hours.
• Track the Leader’s tasks and projects to ensure appropriate prioritization with respect to deadlines and organizational developments.
• Answer incoming calls for the Leader, screen unsolicited calls and take important messages.
• Communicate effectively and efficiently collaborate with other executive assistants across the organization to maximize productivity of the Leader.
• Demonstrate poise and tact under pressure and handle matters with excellent judgment and confidentiality.
• Provide special project leadership and support as needed.
• Conduct preliminary research on a variety of topics and draft materials as needed.
• Perform any other relevant duties as assigned.

Education/Skills/Experience:

• Associate degree, or equivalent experience.
• Three to five years’ experience providing high-level administrative support to executives.
• Demonstrated expertise across travel management and managing domestic & international travel itineraries.
• An independent self-starter with a tenacious focus and a growth mindset. A strong focus on finding solutions while engaging others in a positive and enthusiastic manner.
• Ability to write professionally, succinctly, politely
• Must be very proficient with MS Office – should have used Outlook, PowerPoint, Excel, Word and MS Teams.
• Should be familiar with online meeting systems such as – Zoom, GoToMeeting, MS Teams, etc.
• Ability to provide emergency response/support outside normal business hours.

What can you expect from us?

• A creative work environment and colleagues who are collaborative, creative, and challenging
• Opportunity to grow professionally with excellent projects
• Check our culture page to learn about life at Olson Kundig

In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.
As a firm, we are committed to pay practices that are fair, competitive, and reflect internal pay equity. At the time of posting this job, the hiring range for this position in Seattle is between $85,000 and $95,000 annually. Final salary decisions are made based upon the extent and relatedness of the candidate’s education and experience and considering internal equity and external market factors.
All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.
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• Maintain an accurate and detailed calendar for the Leaders. Manage and log incoming scheduling requests in a timely and professional manner, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
• Organize internal and external meetings for the leader, including logistical and substantive preparation often coordinating with an external client.
• Manage the leader’s extensive travel schedule with a high attention to detail to plan all logistics and arrangements.
• Track and reconcile monthly credit card statements and complete and submit expense reports regularly by assigned deadlines.
• Complete and submit weekly timesheets by assigned deadlines to support the Leader’s billable hours.
• Track the Leader’s tasks and projects to ensure appropriate prioritization with respect to deadlines and organizational developments.
• Answer incoming calls for the Leader, screen unsolicited calls and take important messages.
• Communicate effectively and efficiently collaborate with other executive assistants across the organization to maximize productivity of the Leader.
• Demonstrate poise and tact under pressure and handle matters with excellent judgment and confidentiality.
• Provide special project leadership and support as needed.
• Conduct preliminary research on a variety of topics and draft materials as needed.
• Perform any other relevant duties as assigned