Studio Coordinator

Gensler•Chicago, IL

1d•$55,000 - $65,000

About The Position

Your Role Gensler’s Chicago office is seeking a Studio Coordinator. This position will support Principals, Studio Leaders, and all members of the team as required. What You Will Do Maintain Principal's and Studio Leaders' calendar Maintain and support relationships with clients and prospective clients Assist with marketing efforts as needed (e.g. supporting responses to RFPs) Generate, compose, proof, format, and issue business correspondence as appropriate Type and file project correspondence and meeting notes for team members Meeting coordination with Office Services Coordinator including setting up for meeting/presentation room, assisting with ordering lunch for team/client, coordinating overnight client stays, organizing client entertainment, etc. Organize project files and spreadsheets relating to correspondence with the clients and consultants Provide backup to other studio coordinators as needed Provide backup to the receptionist as needed Responsible for making travel reservations for studio members and coordinating through the Firmwide Travel agency as required or other resources as designated by Gensler Organize and attend weekly studio leadership meeting Maintain professional credentials for the Principals in the studio Complete other tasks as required or needed including but not limited to various public relations compositions and mailings, opening and distributing mail and other incoming packages for the Studio Leaders; stamping or preparation and mailing of outgoing mail and overnight packages Coordinate dead filing as needed for the project files Manage the studio PTO calendar Work with studio staff members to help complete expense reports and timesheets on time Collect studio members’ timesheets for the Studio Directors approval Complete research projects as needed Greet clients for meetings and assist clients over the phone when needed Organize monthly studio meetings Encourage studio morale by organizing occasional in-studio happy hours Update marketing reports every week Update staffing reports every week Miscellaneous tasks requested or designated by Studio Principals, any Studio Leader, or team member of Gensler

Requirements

Minimum 5 years experience in a professional administrative position
Must show ability to problem solve, both individually and as part of a project team
Must type a minimum of 65 wpm
High School degree with appropriate experience or Business School Certificate or College Diploma
High Level of proficiency with Microsoft Products, Word, Excel, PowerPoint, and also with Adobe Products such as In-Design, Illustrator, and/or Photoshop
Excellent verbal and communication skills
Ability to prioritize business responsibilities
Must be able to communicate clearly and articulately over the phone
Must be a motivated self-starter
Positive attitude, willingness to “go the extra mile”
Ability to work independently with minimal guidance
Must be available for overtime on an as-needed basis

Nice To Haves

A/E/C industry experience is a plus

Responsibilities

Maintain Principal's and Studio Leaders' calendar
Maintain and support relationships with clients and prospective clients
Assist with marketing efforts as needed (e.g. supporting responses to RFPs)
Generate, compose, proof, format, and issue business correspondence as appropriate
Type and file project correspondence and meeting notes for team members
Meeting coordination with Office Services Coordinator including setting up for meeting/presentation room, assisting with ordering lunch for team/client, coordinating overnight client stays, organizing client entertainment, etc.
Organize project files and spreadsheets relating to correspondence with the clients and consultants
Provide backup to other studio coordinators as needed
Provide backup to the receptionist as needed
Responsible for making travel reservations for studio members and coordinating through the Firmwide Travel agency as required or other resources as designated by Gensler
Organize and attend weekly studio leadership meeting
Maintain professional credentials for the Principals in the studio
Complete other tasks as required or needed including but not limited to various public relations compositions and mailings, opening and distributing mail and other incoming packages for the Studio Leaders; stamping or preparation and mailing of outgoing mail and overnight packages
Coordinate dead filing as needed for the project files
Manage the studio PTO calendar
Work with studio staff members to help complete expense reports and timesheets on time
Collect studio members’ timesheets for the Studio Directors approval
Complete research projects as needed
Greet clients for meetings and assist clients over the phone when needed
Organize monthly studio meetings
Encourage studio morale by organizing occasional in-studio happy hours
Update marketing reports every week
Update staffing reports every week
Miscellaneous tasks requested or designated by Studio Principals, any Studio Leader, or team member of Gensler

Benefits

medical
dental
vision
disability
wellness programs
flex spending
paid holidays
paid time off
401k
profit sharing
employee stock ownership
twice annual bonus opportunities
reimbursement for certain professional licenses and associated renewals and exam fees