Personal Assistant & Studio Coordinator

11 Recruitment; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

Nathalie Scipioni Architects in Double Bay is seeking an exceptional Personal Assistant & Studio Coordinator to work directly with the Director and Principal Architect and become a valued member of our small, ambitious team.

This multifaceted role offers hands-on exposure to high-end residential and heritage projects, with responsibilities spanning diary management, client liaison and studio operations, across design, planning and documentation.

Qualifications

• Exceptional organisation and the ability to prioritise competing tasks.
• Strong initiative and problem-solving ability.
• Excellent attention to detail and follow-through.
• Confidence taking accountability for your work.
• Strong written and verbal communication skills.
• Confidence speaking on the phone and with high-end clients.
• Willingness to learn new systems in a small business.
• Interest in architecture, interiors or property development.
• Ability to take ownership and contribute ideas.
• Previous PA/EA/Studio Coordinator experience valued.

Responsibilities

• Manage the Director’s diary, emails, appointments and travel.
• Provide personal assistance to the Director as required.
• Support studio operations and assist the architectural team.
• Track tasks, deadlines and priorities across multiple projects.
• Communicate with high-end clients, developers, consultants and suppliers.
• Prepare correspondence, proposals and project documentation.
• Research planning and development matters to find quick solutions.
• Support interior design activities including materials and showroom visits.
• Coordinate meetings, site visits and studio events.
• Review processes and suggest improvements to the studio.

Skills

Organisation

Initiative

Problem-solving

Attention to detail

Communication

Accountability

Written and verbal communication

Job description

Personal Assistant & Studio Coordinator

Work closely with the Director. Be part of a creative industry. Learn, contribute and grow with the studio.

About

Nathalie Scipioni Architects is a boutique architecture, interiors and heritage practice based in Double Bay, working across high-end residential and property development projects throughout Sydney and abroad. We are looking for an exceptional Personal Assistant & Studio Coordinator to work directly with our Director and Principal Architect and become a valued part of our small, ambitious team.

This is a genuinely multifaceted role and not a conventional administration position.

You will gain broad, practical exposure to the way a busy architecture practice operates, working closely with the Director while supporting the wider team across clients, projects, consultants, suppliers and the day-to-day running of the studio.

For someone interested in architecture, interiors, property or the broader creative industry, there is an incredible amount to experience and learn. You will attend industry events and supplier showrooms, see projects progress from early ideas through to construction, build relationships with people across the industry and gain an understanding of both the creative and business sides of a boutique practice.

It is a varied, hands-on role with genuine responsibility and plenty of opportunity to learn, contribute and make the position your own.

What Makes the Role Rewarding

One of the most rewarding parts of working in a small practice is that your contribution genuinely matters.

You won’t be one person within a large administrative department. You will work closely with the Director and the team, see the direct impact of your work and become involved in many different aspects of the business.

Because of the personal nature of the role, you will build a strong working relationship with the Director, Nathalie. She invests time in the person supporting her, and in turn, you will be encouraged to take ownership of the role – improving systems, identifying opportunities and helping the studio operate at its best.

You will also have the opportunity to:

• Gain exposure to high-end residential architecture, interiors, heritage and property development
• See how projects move through design, planning, approvals, documentation and construction
• Attend design events, supplier presentations, showroom visits and industry functions
• Build relationships with clients, consultants, developers, builders and suppliers
• Develop experience across personal assistance, project administration and studio operations
• Contribute ideas and improve the way the studio works
• Take on greater responsibility as your confidence and capability grow
• Be part of a supportive, close-knit team
• See the direct impact of your work on a growing small business

Our studio is collaborative, personal and hands-on. We work closely together, support one another and celebrate the studio’s achievements together.

What You’ll Be Doing

Your responsibilities will include:

• Managing the Director’s diary, emails, appointments, travel and day-to-day organisation
• Providing personal assistance to the Director where required
• Supporting the day-to-day operation of the studio and assisting the architectural team
• Tracking tasks, deadlines, priorities and follow-ups across multiple projects
• Communicating with high-end residential clients, developers, consultants, builders, suppliers, councils and other project stakeholders
• Preparing correspondence, fee proposals, project documentation and general business materials
• Researching planning, property and development matters and helping find solutions quickly
• Supporting interior design activities including product research, samples, supplier communication, presentations and showroom visits
• Coordinating meetings, site visits, inspections, presentations, studio events and industry functions
• Reviewing existing processes and finding better ways to organise and improve the studio
• Identifying what needs to happen next and taking the initiative to help make it happen
• Supporting the Director and wider team across the changing priorities of a busy practice

The Person We’re Looking For

You are highly organised, resourceful, proactive and comfortable taking responsibility for your work.

You are someone who enjoys variety and gets satisfaction from keeping things moving. You can prioritise when several things need your attention, communicate clearly when something needs to be escalated and follow tasks through to completion.

You don’t need to know everything from day one. We want someone who is curious, willing to ask questions, receptive to feedback and genuinely interested in learning. What matters is that you take ownership, learn from experience and continually look for ways to improve.

You need to be comfortable taking ownership, communicating confidently and working out what needs to happen next rather than always waiting to be told. There will be busy days and times when you need to think on your feet, so the role requires energy, resilience, accountability and a genuine willingness to get involved.

For the right person, that is also what makes the role so rewarding. You will be given responsibility, encouraged to contribute ideas and trusted to find better ways of doing things. You will learn quickly, develop confidence and have the opportunity to take on far more responsibility and variety than you might find in a traditional administrative role.

You will need:

• Exceptional organisation and the ability to prioritise competing tasks
• Strong initiative and problem-solving ability
• Excellent attention to detail and follow-through
• Confidence taking accountability for your work
• Strong written and verbal communication skills
• Confidence speaking on the phone and communicating professionally with high-end clients and industry professionals
• The ability to remain composed and think clearly when things are busy
• Good judgement about what you can resolve yourself and what needs to be escalated
• The ability to receive feedback positively and implement it quickly
• Strong computer skills and the ability to learn new systems
• A genuine willingness to help wherever required in a small business
• An interest in architecture, interiors, property development or the built environment
• Curiosity, resilience and a willingness to push yourself and grow

Previous experience as a PA, EA, Studio Coordinator, Office Manager or in a similar role would be highly regarded.

Experience within architecture, interiors, property, property development or another creative business would be beneficial, but attitude, judgement, organisation and initiative are more important than industry experience.

This isn’t a role for someone looking for a quiet or highly repetitive administration position.

It will suit someone who enjoys being busy, likes having responsibility and gets satisfaction from solving problems, learning new things and becoming an important part of the business they work for.

If you’re naturally organised, adaptable, curious and proactive – and enjoy being the person who keeps everything moving – we’d love to hear from you.