Executive Assistant (Marketing)

We are an award-winning design firm, fueled by ideas and a culture of collaboration. Our purpose-driven approach creates healthy places, strong communities and a resilient environment. That's where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe, a career at NBBJ will inspire you to be extraordinary and help create lasting change. You can learn more about our firm, see what it's like to work here and explore recent projects and ideas at NBBJ.com. Join us to make an impact today!

The role at a glance:

NBBJ's Marketing Team is looking for an Executive Assistant and administrative professional to provide support to the Co-Chief Marketing Officer and Director of Communications in our Seattle office, as well as provide administrative and operational support to the firmwide marketing studio.  This pivotal position requires a detailed-oriented individual with a passion for clear communication, organization, and finding solutions to complex projects.  In this role, you will represent the firm and its leaders in a professional, positive, and thoughtful way.

This position balances daily support to the executives along with deadline-driven operational projects, research, and marketing organizational skills. Additionally, this position provides administrative support for marketing activities, including maintaining marketing database files.

A successful candidate will be a highly organized, team-focused and diligent person who can work with people who are often traveling, and juggle multiple and competing priorities. They will be comfortable working independently and be able to proactively manage an evolving workplace by prioritizing multiple projects. Most importantly, this role will act as a highly collaborative hub for our marketing team to create a high-performance environment for the marketing leadership of our firm.

In your new role, you will:

• High-level Executive Assistant support to the Co-Chief Marketing Officer and Director of Communications in the Seattle office (60%)

• Manage a fast-paced daily schedule, ensuring they remain on-time and on-task.

• Highly skilled with complex calendar management in collaboration with other executive assistants and resources and meeting organization/setup across multiple time zones.

• Manage complex travel logistics detailed expense reporting.

• Document key discussions and actions. Distill complex information to identify key issues with a solution-oriented thinking process.

• Develop organizational systems and trackers as needed.

• Administrative support to the Marketing Studio (40%)

• Develop, manage and coordinate "how we show up" for our clients and the firm.

• Act as an ambassador of excellence when hosting or interacting with clients.

• Organize hospitality efforts - gifts, snacks, thank you notes.

• Provide marketing support for proactive follow-up.

• Ensure technology and all needed support is organized.

• Update and maintain databases and digital tools.

• Provide event planning assistance for Marketing studio events. This includes both internal and external facing activities.

• Support marketing operational projects as needed.

The successful candidate will possess a workstyle which complements the collaborative values and engaged culture of the firm including the following minimum competencies:

What you will need to Succeed:

• 5+ years of experience as an EA at the Executive and/or C-suite level.
• Expert level skills in Microsoft Office and Outlook, including multiple, complex calendar management (testing will be administered).
• A solutions-oriented and proactive workstyle.
• Detail oriented with the ability to complete tasks in a timely manner.
• Ability to maintain a high degree of professionalism and confidentiality around sensitive issues.
• Distance communication and meeting technology experience e.g., Microsoft TEAMS, Zoom and other video conferencing services.
• Commitment to excellence and follow-through on activities and projects.

The annual base pay range for this role is anticipated to be between $75,000 and $85,000. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience.

Why choose NBBJ?

We believe that all NBBJ employees should love their work. This means not only loving what you do but having pride in your workplace. We strive to be that irresistible place to work by enhancing your employee experience with customized programs and comprehensive benefits. In addition to 100% covered employee healthcare costs and 401k contributions, we offer unique professional development opportunities, volunteer opportunities and access to leading technology and resources to further help you love your work and advance your career.

• NBBJ has been named three times by Fast Company as one of the most innovative architecture firms.
• Founded in 1943, our first office opened over 75 years ago in Seattle, Washington. We now have over 10 office locations around the globe.
• We are a transdisciplinary, cross-practice focused firm with a deep portfolio of Civic & Cultural, Commercial, Corporate, Healthcare, Higher Education, Science and Technology, Sports, and Urban Environment projects. We also have several areas of service expertise including: Architecture, Environmental Graphic Design, Interior Design, Lighting Design, Workplace Consulting and more.
• In the past decade, NBBJ has received more than 300 awards from leading global, national and regional award programs across the business, real estate and design communities.
• We work with 5 of the top global high-tech companies, 14 of the U.S. News and World Report Top Hospitals, and 4 of the top 10 highest-ranked learning institutions.
• Our clients include institutional leaders such as Cambridge University, Google, Samsung, Cleveland Clinic, Tencent, and Stanford University.

NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.

NBBJ does not accept unsolicited resumes or similar submissions from third party recruiters or employment agencies. Any unsolicited materials received by NBBJ from a source other than an individual candidate will be considered NBBJ property and NBBJ reserves the right to pursue and hire candidates referred to us without any financial obligation to the third party in question. If you are interested in becoming an approved NBBJ external recruiter, please contact a member of the NBBJ Talent Acquisition Team.