Studio Coordinator / Administrative Assistant

Gensler • New York, NY

1d

About The Position

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. Partner with Studio Directors, Principals and Design Managers on coordinating on-site client meetings with the NY office 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 and other Studio Coordinators as needed. 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, etc), Microsoft Teams – Tableau is a plus Strong knowledge of PowerPoint required – Adobe InDesign and 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 $67,500 -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. At Gensler, the value of our work stems from its positive impact on the human experience. We are a dynamic and collaborative design firm uniting creativity, research, and innovation to solve complex problems for our clients. Our work challenges conventional ideas about architecture and the built environment. We aren’t just designing buildings—we are reimagining cities and places that make a difference in people’s lives. Founded in 1965, Gensler has built a team of 6,000 professionals who partner with clients in over 100 countries each year. Everything we do is guided by our mission: to create a better world through the power of design. NOTICE TO APPLICANTS We are proud to be an Equal Employment Opportunity and Affirmative Action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable federal, state and local law. See also Know your rights: Workplace discrimination is illegal, right to work and E-verify program, as required by law. Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us. Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [email protected].

Requirements

• Must have at least 3-5 years of experience in an administrative support position
• Bachelor’s degree is required
• Proficient in Microsoft Office (Word, Excel, etc), Microsoft Teams – Tableau is a plus
• Strong knowledge of PowerPoint required – Adobe InDesign and 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

Nice To Haves

• Experience in a professional service firm preferred

Responsibilities

• 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.
• Partner with Studio Directors, Principals and Design Managers on coordinating on-site client meetings with the NY office 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 and other Studio Coordinators as needed.

Benefits

• comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off
• 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities
• Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees
• we reimburse tuition for certain eligible programs or classes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees