Studio Coordinator / Administrative Assistant

Gensler • New York, NY

6h • $67,500 - $77,500

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.

Requirements

• Must have at least 3-5 years of experience in an administrative support position
• Bachelor’s degree is
• Proficient in Microsoft Office (Word, Excel , etc ), Microsoft Teams – Tableau is a plus
• Strong knowledge of Power Poin t – Adobe InDesign and Miro is a plus
• Strong attention to detail and the ability to multi-task and prioritize
• 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
• Tableau is a plus
• Adobe InDesign and Miro is a plus

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
• We also offer a 401k, profit sharing, employee stock ownership, and twice annual bonus opportunities.
• 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.

What This Job Offers

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