Studio Coordinator / Administrative Assistant - Temporary

Your Role

A personable and enthusiastic individual who acts as an ambassador and provides support to the Studio Directors, Principals, and design professionals.  Studio Coordinators must be able to juggle the day-to-day needs of their assigned studio(s) and assist in the general support of office meetings, events project coordination and initiatives. Studio Coordinators should have clear, advanced communication skills and be well organized, thoughtful, and service oriented.  They must take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic, high performing environment.

This is a temporary role for a ~2-month term.

What You Will Do

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

• Assist Studio Director with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation, PDP coordination.

• Assist Studio Directors and Project Managers with administrative aspects of client projects including but not limited to project client/team coordination, design and image work for project proposals, qualifications, contracts, meeting notes, project filing, financial tracking, design standards manuals, marketing materials, internal/external presentations, and awards submissions.

• Coordinate efforts and help maintain a clean and organized office/studio space, both physically and digitally.

• General office support in coordination with fellow Studio Coordinators and Office Services team.  Including event and meeting support set up and clean up. 

• Front desk reception coverage when needed: Greet and direct visitors, answer phones, receive mail, packages, and coordinate interoffice mailings.

• Other duties as assigned.

Your Qualifications

• Bachelor’s degree preferred.

• Must have 3-5 years of experience in an administrative support role supporting Senior Leaders and/or Executives.

• Interest and above-average knowledge of art, design, technology, architecture, product design and/or interior design are a huge plus.

• Self-motivated and take-charge persona with a “Can Do” “Team first” attitude.

• Natural propensity to bring a fun, optimistic and energetic spirit.

• Demonstrable, natural passion for helping people.

• Highly organized and mission-focused – ability to complete tasks accurately and efficiently with strong follow-up.

• Highly proficient in Microsoft platforms such as PowerPoint, Excel, OneNote, Outlook.

• Proficient in design software such as InDesign, Miro, Adobe Suite, as well as above-average knowledge of design/production workflows are a plus.

• Ability to balance multiple workflows and sometimes overlapping requests that occur in a work environment.

• Ability to verbally share/present information in a clear and engaging way in both individual and large-group settings and via email.

• Ability to manage confidential information.

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

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.