Office Manager & Executive Assistant

Overview

ZGF Architects is seeking an experienced, highly capable administrative professional to join our team as Office Manager + Executive Assistant in our Washington, DC office. This is a dual-role position that combines responsibility for day-to-day office operations with executive-level administrative support to the Office Managing Partner and Design Partner. We are looking for a self-directed, solutions-oriented individual who excels in collaboration and communication, embodies a strong hospitality mindset, and can balance high-level executive support with operational leadership.

This role supports design excellence, business operations, and an exceptional workplace experience for staff and visitors.

• Office Manager responsibilities: oversee day-to-day office management and operations, including facilities, building management, and vendor relationships; maintain the aesthetic, functionality, safety, and security of the office environment; coordinate with building management and service providers to ensure the office is clean, functional, and well supported; manage and lead the local administration team with accountability for training, workload oversight, performance feedback, and alignment with firmwide administrative standards;
  
  manage and coordinate office-wide functions, events, and internal gatherings; communicate and positively influence compliance with firm policies and procedures; develop and track the annual administrative budget in collaboration with office leadership and firmwide teams; review and approve timesheets and expenses related to office overhead; create, maintain, and communicate the office emergency preparedness plan; lead or participate in the Safety Committee;
  
  collaborate with firmwide administrative leadership to identify efficiencies, create standards, and ensure consistent practices across offices
• Executive Assistant responsibilities: provide high-level executive assistance to the Office Managing Partner and Design Partner as a trusted extension of leadership; proactively increase Partner capacity by managing priorities, anticipating needs, and exercising discretion and independent judgment; maintain complex calendars and schedules, coordinating business, project, and marketing-related meetings and logistics; evaluate and respond on behalf of leadership to requests, balancing competing priorities across projects and offices;
  
  coordinate domestic and international travel arrangements in alignment with ZGF travel policy, including flights, lodging, ground transportation, and visas where applicable; prepare expense reports and timesheets for Partners; track Partner licensing and continuing education requirements; represent leadership professionally with clients, consultants, vendors, and the public; provide backup support to front desk and collaborate with other Executive Assistants and Project Administrators as needed

• Demonstrated experience in office management and office operations
• Significant experience providing executive-level administrative support, preferably to senior leadership or Partners
• Minimum Bachelor’s degree preferred
• Strong leadership, organizational, and prioritization skills
• Professional and articulate communicator with the ability to engage effectively with staff, consultants, clients, and vendors
• Demonstrated ability to maintain a high level of confidentiality and discretion related to project, business, and personnel matters
• Ability to work independently, exercise sound judgment, and manage multiple priorities with minimal supervision
• Proficiency in Microsoft Office Suite, with advanced proficiency in Outlook, Teams, Word, and Excel
• Demonstrated ability to quickly learn and adopt new computer applications, with…