Project Coordinator

Role overview

Gensler is looking for a highly organized, proactive, and collaborative Project Coordinator to partner with the Co-CEOs and senior leadership on strategic initiatives, internal communications, and cross-firm engagement efforts. Reporting to the Director of Strategic Initiatives, this position helps connect Regions, Offices, Communities, and the Global Hub by turning concepts into practical action through a mix of coordination, administration, and people-focused execution.

The right person enjoys bringing order to complex work, aligning multiple stakeholders, and keeping important initiatives moving from planning to delivery. Success in this role requires comfort handling several priorities at once, working in a fast-moving setting, and approaching projects with a human-centered mindset.

A major part of the position involves supporting leadership meetings and engagement programs by making sure messaging, content, and outcomes stay connected across in-person and virtual touchpoints. The role also supports leadership in reinforcing growth priorities, improving alignment, enabling change, and building stronger connections throughout the firm.

This opportunity provides exposure to senior leaders and broad visibility across the organization, with room to grow into a trusted strategic support and project management role over time.

Key responsibilities

• Handle confidential information with professionalism and sound judgment, while serving as a reliable extension of the Co-CEOs and representing the Hub in line with Gensler’s values.
• Partner with the Co-CEOs, COO, and Director of Strategic Initiatives to coordinate projects that support firm priorities, including collaboration with leaders across Regions, Offices, and Communities.
• Develop templates and tracking tools to monitor strategic initiatives tied to organizational growth and transformation.
• Build and maintain project plans, timelines, stakeholder updates, and records of decisions, commitments, and next steps from leadership meetings.
• Prepare emails, agendas, presentations, talking points, meeting packets, executive summaries, and other internal communications, and distribute materials ahead of meetings and calls.
• Support strategic planning, leadership pipeline activities, retreats, and firmwide gatherings by shaping agendas, content flow, key messages, presentation materials, and follow-up actions.
• Work with Executive Communications, Travel & Meetings, and other internal teams to keep leadership messaging aligned across engagement opportunities.
• Create continuity between meetings, initiatives, and communications so that key priorities are reinforced over time.
• Contribute to change management through communication planning, stakeholder engagement, adoption tracking, and feedback collection.
• Spot opportunities to improve coordination, communication, and consistency across leadership-related workstreams.
• Perform research and analysis to support decisions on strategic projects.
• Manage a range of operational and administrative tasks tied to leadership priorities with flexibility and a willingness to support wherever needed.
• Coordinate closely with Executive Assistants to stay informed about the Co-CEOs’ calendars and engagements and to anticipate support needs with Executive Communications.
• Build strong working relationships with RMPS, OMDs, Executive Communications, Travel & Meetings, Research Institute, Marketing, and Hub & Community teams to improve alignment, collaboration, and information sharing.

Requirements

• A bachelor’s degree is required.
• 3 to 5 years of experience in project coordination, program management, internal communications, organizational effectiveness, operations, event content management, or a similar area.
• Proven ability to manage several projects at once with strong organization, attention to detail, and reliable follow-through.
• Strong written and spoken communication skills, including experience creating presentations, meeting materials, and executive-level communications.
• Ability to turn complex information into clear deliverables for different audiences.
• Comfort working in a fast-paced environment with changing priorities and deadlines.
• Demonstrated success in building relationships and collaborating across all levels of an organization.
• Professional, responsive, and discreet when supporting senior leaders.
• Confidence engaging with senior leadership, clients, and external organizations.
• Resourceful, adaptable, and comfortable taking ownership of both major initiatives and routine tasks.
• Interest in developing skills in organizational communication, leadership engagement, and change management.
• Microsoft Suite proficiency is required; Adobe Suite knowledge is preferred.
• Willingness to experiment with AI prompts and explore AI’s potential.
• Familiarity with Gensler’s collaborative, one-firm culture and client-focused business model is preferred.
• Willingness to travel occasionally.
• The role expects the person to be able to work with senior leadership and, when needed, with clients and other external groups.

Compensation and benefits

The estimated base salary range is $85,000 to $100,000, plus bonuses and benefits, depending on relevant experience.

Benefits include medical, dental, vision, disability coverage, wellness programs, flexible spending accounts, paid holidays, and paid time off. The package also includes a 401(k), profit sharing, employee stock ownership, and twice-yearly bonus opportunities.

Gensler also supports professional development through reimbursement for certain professional licenses, renewals, and exam fees, as well as tuition reimbursement for eligible courses or programs.

Work culture

Gensler emphasizes a balanced, healthy work environment and supports employee interests through activities such as curated art exhibits, internal design competitions, and Well-being Awareness Week.

Additional notes

This role focuses on strategic coordination and internal alignment rather than event logistics. The work is centered on making sure leadership communications and engagement efforts remain connected across many touchpoints over time.