Deadline: 18.01.2023

Executive Assistant/

United States

ZGF is seeking an Executive Assistant to join our team in Los Angeles. This individual will be the supportive force of independently managing and overseeing the activities that empower our Interior Design Partner. The ideal person for the job will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. Given the fast-past nature of our environment, we rely on our executive assistants for having foresight while practicing flexibility and maintaining confidences geared towards the overall delivery of excellence.

As an Executive Assistant, you will…

  • Function as a partner-to and extension-of the Interior Design Partner, in support of the business operations of the firm
  • Be capable of exercising discretion and independent judgment to advance the firm’s business needs
  • Be responsible for maintaining complex calendars, scheduling all business and project related meetings to include logistics and coordination; must be capable of responding with urgency on behalf of leadership to requests in an effort to balance competing priorities of projects, offices and marketing deadlines
  • Be responsible for coordination of all travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas, where applicable
  • Be responsible for all incoming phone calls with the ability to take thorough messages and disseminate information expeditiously; ability to exercise sound judgment in determining calls that should be passed on to staff or team members for handling; be capable of responding, on behalf of leadership, to callers with questions or inquiries about firm business
  • Be responsible for generating timely expense reports and timesheets for Partner
  • Be responsible for Partner Licensing and tracking Continuing Education requirements
  • Be responsible for receipt and distribution of daily incoming mail and packages using excellent judgment in determining priority and urgency of information
  • Be responsible for proofing, editing, printing and distribution of correspondence related to the business operations of the firm; responsible for drafting meeting notes, and presentation materials, as requested by leadership
  • Be capable of representing leadership in public, with clients, consultants or vendors
  • Be capable of working independently without supervision, able to prioritize workloads
  • Be capable of working collaboratively with (and as back-up to) other Executive Assistants
  • Be capable of supporting architectural projects as needed, workload permitting
  • Contribute however possible to ensure the overall effectiveness of support to firm leadership, business operations and the design excellence of the firm


  • Experienced in general and executive-level administrative responsibilities; minimum of 5 years of administrative experience
  • Minimum Bachelor’s degree preferred
  • Proficient in the following software applications:
    • Microsoft Word, Excel, Outlook, Teams
    • BlueBeam
    • Deltek Vision
    • PowerPoint a plus, though not required
  • Knowledge of architectural / engineering terminology a plus, though not required
  • Must be articulate with excellent communication skills and writing abilities, able to interact effectively with employees, consultants, clients and the public
  • Must have experience managing complex calendars with competing priorities, and deliver solution-driven advisement
  • Must be extremely organized with experience coordinating complex travel arrangements and logistics (domestic and international)
  • Must possess ability to maintain a high level of confidentiality and discretion with regard to project, business and personnel matters
  • Must possess a strong work ethic and ability to respond with urgency to requests in a fast-paced work environment, acting as a proxy to the Partner
  • Must bridge the gap between personal and professional obligations to facilitate the efficiency of the Partner’s time and attention
  • Must be comfortable working diligently behind the scenes, supporting the Partner and their projects, with little to no feedback

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