Studio Coordinator

Gensler • Chicago, IL

1d • Onsite

About The Position

Gensler’s Chicago office is seeking a Studio Coordinator. This position will support Principals, Studio Leaders, and all members of the team as required. At Gensler, they are committed to enjoying life as they are to delivering best-in-class design. Their offices reflect their people’s diverse interests, from curated art exhibits to internal design competitions to “Well-being Week.” They encourage every person at Gensler to lead a healthy and balanced life. Gensler is a dynamic and collaborative design firm uniting creativity, research, and innovation to solve complex problems for their clients. Their work challenges conventional ideas about architecture and the built environment, 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 they do is guided by their mission: to create a better world through the power of design.

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

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees