Job Description

Senior Executive Coordinator Location: Kansas City Who We Are: We design places where people love to be together. Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments. We've designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers of all kinds create moments bigger than ourselves. We offer the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms. What We Offer: Professional & Personal Development Programs + Summer Hours + On-Site Gym + Paid Architect Licensure & Certifications Exams + Wedding Pay + Charitable Match Program + Market Leading Wellness Health and Welfare Benefits. What Your Day Could Consist Of: Coordination of Collegiate, Elite Athlete Training and Women's Professional Sport markets Assist in streamlining priorities for the market leads. Track progress on key initiatives, and support market leads in execution. Collaborate with Market Leaders, marketing coordinators and leaders to provide updates to market leads from pursuits through project completion. Organize cross market meetings and agendas. Organize leadership meetings including locations, agendas, communication for market leads Partner closely with the market leads to bring efficiency in their days. Gather and evaluate information to create summaries for the market leads. Coordinate resources and scheduling between markets. Coordinate Collegiate, Elite Training, and WPS Projects with Operations, Legal and Accounting. Assist market leads with various assignments such as document review and editing, document reproduction, organization, setting up presentations (pin up and room arrangement), etc. Participate in select marketing and business development initiatives. Manage schedule and list of clients for holiday cards Track industry leaders job changes Send marketing coordinators information that comes to market leads Organize calendars for key dates for market leads Collaborate / coordinate with appropriate staff for gift ordering and sending Establish relationships with client groups for logistic planning and responsive communication. Financial Support to market leads. Monitor and process expense reports, Assist market leads with budget tracking. Develop and maintain reports, and data-driven insights to support leadership decision-making. Monitor marketing budgets for each market to ensure costs are charged to appropriate numbers including being moved to project numbers once projects are won and numbers are opened. Track key performance goals for the markets assigned. Calendar & Schedule Management Organize calendars for market leads, prioritize meetings, and coordinate across multiple time zones. Manage intricate scheduling, ensuring optimal time management and prioritization of business-critical activities. Coordinate high-profile meetings, leadership offsites, and strategic planning sessions, including agenda development and materials preparation. Develop and monitor Out of Office calendars for team members. Organize meetings with staff when traveling to other offices Travel Coordination Arrange complex travel itineraries, accommodations, and logistics efficiently and in accordance with the Travel Policy coordinating with Ascendas and/or Concur. Work with Acendas to make changes to current travel when issues or problems arise. Monitor all travel for teams allowing leadership to know locations of team members Internal Communications & Document Preparation Draft, edit, and manage executive agendas, correspondence, summaries, reports, presentations, and briefing materials with a high level of proficiency and professionalism. Serve as a key point of contact, facilitating clear and timely multi-region communication and coordination between executives and internal/external stakeholders. External Communication Collaborate with external clients and assistants to coordinate meetings and schedules Send clients documents as needed Save documents in appropriate locations from clients Proofread select communications before others send it to clients Coordinate logistics and communications for guests and clients visiting office locations. Onboarding & Resource Management Facilitate a seamless onboarding experience for new team members ensuring they are well-integrated into company operations and culture post firmwide HR training. Collaborate with Resource Manager on needs and availability of team. Implement and refine administrative processes to improve workflow and productivity. Leadership & Relationship Management Foster strong relationships across markets and department, facilitating collaboration and alignment with priorities. Maintain a high level of confidentiality, professionalism, and discretion in all interactions. Company & Community Engagement Act as a liaison for external partnerships, industry events, and community outreach initiatives. Organize and support corporate events, ensuring alignment with company values and strategic objectives. Requirements For Success: Strong leadership and interpersonal skills to build relationships with key leaders. Demonstrated expertise in relationship-building, problem-solving, and collaborative teamwork. Exceptional organizational skills, including effective time management, strategic planning, and prioritization. Strong understanding of needs of the market leads to allow them to focus on high priorities. Proven ability to manage multiple executives successfully. Excellent written and verbal communication skills. Ability to thrive in fast-paced working environment with consistent accuracy. Proficiency in Microsoft Office Suite, with advanced skills in Excel. High level of discretion and confidentiality in handling sensitive documents. Strong organizational skills. Essential Qualifications: A minimum of 10 years of experience in architectural, engineering, or construction practice preferred Effective communicator that develops networks to drive own performance Strong organizational and administrative, time management, and multi-tasking skills Ability to deliver on a range of tasks for various stakeholders with tight deadlines Works well with cross-functional teams and provides leadership within the administrative function Expertise in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook, Teams), and complimentary systems. Ensures precision in scheduling, documentation, and communication Juggles multiple tasks and projects while maintaining high accuracy Anticipates potential challenges and provides solutions before they arise Remains calm under pressure and manages unexpected situations effectively Assesses priorities and makes informed decisions quickly Drafts professional emails, reports, and correspondence with clarity and precision Handles sensitive business and personal information with the highest level of professionalism Communicates effectively with internal and external stakeholders, including board members, clients, and senior executives Adjusts to changing executive needs and business environments Understands company goals, industry trends, and executive priorities to align support accordingly Additional Details: Occasional travel will be required. Occasional overtime may be required. Populous offers a competitive salary and bonus packages. We strive to offer our staff the best benefits package in the industry, at the lowest cost to employees, including medical, dental and vision coverage, 401k, FSA/HSA, paid time off and continuing education benefits. Populous is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, veteran status, disability status, or any other characteristic protected under applicable federal, state, or local laws. No. 1 Most Innovative Company in Architecture by Fast Company No. 1 Firm in Cultural on Interior Design magazine's Top 100 Giants No. 1 Architecture Firm in Cultural Facilities by BD+C No. 1 Architecture Firm in Convention Centers by BD+C No. 1 Architecture Firm in Performing Arts and Concert Venues by BD+C Find us here - Instagram: @WeArePopulous X: @Populous Populous Inc

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