Executive Assistant
Who we are:
As an international architectural firm, UNStudio is active in the broadest fields of architecture. Our project portfolio covers every aspect of architecture, ranging from small- to large-scale projects, research, and theory. Our mission is to design for lasting impact and contribute to the societal challenges of urbanization, climate change, ageing populations, and socioeconomic inequality. Driven by purpose and focused on solutions, we create value by designing for the implications of these megatrends on our built environment.
Our offices are in Amsterdam, Shanghai, Hong Kong, Frankfurt, Dubai and Melbourne, with over 400 staff from more than 27 countries. The atmosphere within each of them is international, multidisciplinary, design-oriented, and ambitious, but also open, non-hierarchical, team-based and friendly, with attention to personal wellbeing, knowledge development, and career planning.
Key Responsibilities
Administrative Support:
Manage and organize complex calendars, meetings, and appointments across multiple time zones.
Handle travel arrangements, including flight bookings, accommodations, and itineraries.
Prepare documents, reports, and presentations as needed.
Communication & Coordination:
Serve as the primary point of contact for internal and external stakeholders on behalf of the leadership team.
Handle correspondence, including emails, phone calls, and meeting follow-ups.
Ensure seamless communication and coordination between different departments and external partners.
Task Management:
Track and prioritize tasks, ensuring deadlines are met and deliverables are completed.
Manage expenses, invoices, and reimbursements efficiently.
Event and Meeting Organization:
Plan and coordinate internal and external events, including workshops, presentations, and social gatherings.
Prepare agendas, take meeting minutes, and follow up on action items.
Office and Team Support:
Maintain confidentiality and discretion with sensitive information.
Ensure smooth day-to-day operations by liaising with team members and external suppliers.
Support HR and administrative functions as needed (VISA, planning of interviews).
The Requirements:
Education:
Minimal Bachelor’s degree or equivalent in Business Administration, Communications, or a related field.
Experience:
5+ years of experience as a Personal Assistant, Executive Assistant, or in a similar role, preferably in a creative or international environment.
Experience in a design or architecture firm is an advantage.
Skills:
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools like Outlook Calendar.
Excellent written and verbal communication skills in English; additional languages are a plus.
Exceptional organizational and time-management skills.
Ability to multitask, prioritize, and adapt to changing demands.
Discretion and professionalism in handling confidential matters.
Personal Attributes:
Proactive, detail-oriented, and resourceful.
Strong interpersonal skills and the ability to build positive relationships.
A team player with a "can-do" attitude.
Ability to remain focused under pressure and deliver results efficiently.
Apply
We look forward to receiving your C.V./resume + motivation letter.
You have the opportunity to work on high profile, challenging global projects
You are part of a creative, fresh, professional and academic working environment
Research is an integrated and valued part of your daily work
You have the opportunity to initiate and develop research projects with external companies and institutions
Your experience is highly valued, but your innovative and entrepreneurial attitude is ranked highest
You work in a young international team that is highly ambitious, collegial and social, made up of recently graduated architects, experienced senior architects and everything in-between
You design through discovery, and learn on the job
You get as much creative freedom as you are willing to take
You find yourself in a responsible position as soon as you are ready
Friday Afternoon Drinks are always waiting for you
Our annual Summer and Winter Events have become legendary
You have 27 annual holidays, with a holiday allowance in addition to your annual salary
