Executive Assistant

Other Boston, Massachusetts


Executive Assistant

Boston, MA

NBBJ is an award-winning design and architecture firm, fueled by ideas and a culture of collaboration. With offices around the globe, the diverse perspectives of your future colleagues and clients will inspire and challenge you to be extraordinary. Innovation and creativity are at the heart of our work: creating spaces and experiences that better connect people to each other as they live, learn, and work in their communities. We partner with pioneers like Amazon, The Bill and Melinda Gates Foundation, and Massachusetts General Hospital as we create solutions for tomorrow guided by our vision: we design for life. Are you interested in designing what’s next? Join us.

This is an excellent opportunity to join NBBJ in an Executive Administrative role.

We have a unique opportunity for an Executive Assistant to provide support to the leadership team in the Boston office.  This pivotal position requires a tenacious, energetic, intuitive, exceptionally intelligent individual with a passion for clear communication and organization.  As the EA, you will represent the firm and its leaders in a professional, positive, thoughtful and uplifting way.

An ideal candidate will have proven themselves able to thrive in a fast-paced environment through their organizational skills and ability to work within ambiguity and a rapidly changing environment.  They will be comfortable working independently and be able to proactively manage an evolving workplace by prioritizing multiple projects while projecting grace and optimism under pressure.

Most importantly, the successful candidate will display a passion for working in an administrative team to create a high-performance environment for the leadership of our firm.

Your New Role:

  • High level support to studio leadership in the Boston office
  • Highly skilled with scheduling complex calendars, and detailed expense reporting
  • Manage complex travel logistics
  • Document key discussions and actions. Distill complex information to identify key issues
  • Develop organizational graphics and visuals
  • Act as an ambassador of excellence when hosting or visiting clients/traveling staff
  • Ensure technology and all needed support is organized
  • Organize hospitality efforts - gifts, snacks, thank you notes
  • Licensure management for both Partners & Principals
  • Update and maintain databases and digital tools
  • Provide event planning assistance for the firm as needed

What you will need to Succeed:

  • 7-10 years of experience as an EA for distributed leadership teams
  • Highly skilled in Microsoft Office & Adobe Creative Suite
  • Distance communication and meeting technology e.g., WebEx, Lync and internet conferencing services
  • Commitment to excellence in all activities, positive and discreet
  • Familiarity with social networking in a business context

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.

Our Values
More than words on a page, our values sustain our culture, drive our actions, and impact every level of our practice. In our work, we never settle for the status quo and always strive to live by our values in service to our clients' organizations, our profession, our society and ourselves.
• We exist to create enduring value for our clients and society.
• We fulfill our legacy through brilliant design, steward leadership, and enabling rewarding careers.
• We know that our people are the lifeblood of our firm — and essential to our humanistic heart and soul.
• We embrace the power of teams and collaboration to unleash breakthrough creativity.
• We are committed to diversity, equity, and inclusion through listening, learning, and humility.
• We are a leadership intensive and role based firm.
• We prize innovation, never stop learning, and seek to share what we know.
• We are dedicated to the realization of resilient and sustainable outcomes.
• We all share in the realization of our “design, people, business” triple bottom line.
We deliver design excellence — and we design for life.

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.