Studio Coordinator / Administrative Assistant

Posted 15 Days Ago
Be an Early Applicant
New York, NY
62K-78K Annually
3-5 Years Experience
Consulting • Design
The Role
The Studio Coordinator provides essential administrative support to a team of designers and architects, assisting with scheduling, financial tracking, project coordination, and studio operations, while delivering exceptional customer service and maintaining an organized work environment.
Summary Generated by Built In

Your Role

Join a fast paced, collaborative environment where all team members approach every challenge with a can-do spirit. Use your passion for service and attention to detail to help the Gensler team bring designs to life.

As a Studio Coordinator, you will provide administrative support to a team of industry-leading designers and architects. You enjoy helping others prioritize and manage their schedules. You're at the heart of your studio’s activities and the soul that keeps your studio and projects moving forward. Coordinators act as an ambassador for their studio and a liaison between their directors/principals, project teams and many others.

What You Will Do

  • Support Studio Directors and Principals with all administrative needs, including scheduling of meetings, expense reports, correspondence, travel arrangements, etc.

  • Assist Studio Director with operational aspects of running the studio, including but not limited to, organizing studio meetings, weekly and monthly staffing, financial tracking, timecard and PTO tracking and approvals, proposal/presentation preparation, PDP (Professional Development Planning) coordination for studio team members and you.

  • Assist Studio Directors and studio with administrative aspects of projects including project work and client coordination, design and image work for project proposals, qualifications packages, contracts, meeting notes, project filing, documentation support, and internal/external presentations.

  • Coordinate client meetings with the hospitality team.

  • Engage in office culture, plan studio meetings, retreats, outings, and celebrations.

  • Work with the studio to maintain an organized studio space.

  • Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.

  • Collaborate with other Studio Coordinators to cover Principals/Studio Directors/studios as needed and on special projects.

  • Serve as back-up for reception occasionally and other Coordinators.

Your Qualifications

  • Must have at least 3-5 years of experience in an administrative support position

  • Bachelor’s degree is required

  • Experience in a professional service firm preferred

  • Proficient in Microsoft Office (Word, Excel and PowerPoint), Microsoft Teams, Tableau is a plus

  • Strong knowledge of Adobe InDesign required – Miro is a plus

  • Strong attention to detail and the ability to multi-task and prioritize required

  • Excellent verbal and written communication a must

  • Ability to communicate and interact effectively with all levels of management

  • Exceptional customer service orientation

  • Must be self-motivated, resourceful and entrepreneurial

*Please submit your resume as a PDF, Word documents will not be accepted

**The base salary range will be estimated between $62k-77,500 plus bonuses and benefits and contingent on relevant experience.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities. Our annual base salary range has been established based on local markets.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

Top Skills

Adobe Indesign
MS Office
Microsoft Teams
Miro
Tableau
The Company
HQ: San Francisco, CA
7,309 Employees
On-site Workplace
Year Founded: 1965

What We Do

Gensler is a global architecture, design, and planning firm with 53 locations and more than 6,000+ professionals networked across the Americas, Europe, Greater China, Asia Pacific, and the Middle East. Founded in 1965, the firm works globally with more than 4,000 clients across more than 33 practice areas spanning the work, lifestyle, community, and health sectors.

Everything we do is guided by our mission: To create a better world through the power of design.

We believe the power of design can spark positive change and create a future that promotes equity, resilience, and wellbeing for everyone.

Gensler was named one of Glassdoor’s Best Places to Work in 2020, 2019, 2017 and 2016, and our award-winning culture has been recognized by Fast Company as one of the 100 Best Workplaces for Innovators in 2021. Our people-first philosophy is centered on the core ideas of diversity empowerment, impact, community, respect, and growth. You can learn more about our commitment to creating an inclusive and diverse workplace at https://www.gensler.com/careers#diversity.

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