Office Manager & Executive Assistant

Office Manager + Executive Assistant

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 seamlessly balance high-level executive support with operational leadership. This role plays a key part in supporting design excellence, business operations, and an exceptional workplace experience for staff and visitors.

• 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, ensuring clarity and understanding across the office
• 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

• Provide high-level executive assistance to the Office Managing Partner and Design Partner, functioning 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 in a timely and accurate manner
• 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

Qualifications

• 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 a wide range of 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 strong overall comfort leveraging technology to improve efficiency and workflows
• Prior experience in a design, architecture, or engineering professional services environment preferred but not required
• Knowledge of architectural/engineering terminology a plus

Base Salary Range

$104,000 - $122,000 annually, depending on skills and experience.

Benefits

ZGF employees enjoy medical, dental, and vision coverage with a generous employer contribution; an HSA with employer contribution; a 401(k) with employer match; four weeks of PTO; 10 paid holidays per year; and paid parental and family leave programs.

Apply With

• Cover Letter
• Resume

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