Studio Operations & Events Coordinator

Gensler; Singapore; On-site; SGD 60,000 - 85,000; Full time

Job summary

Gensler Singapore is seeking a Studio Coordinator to partner with Studio Directors in driving the Lifestyle Studio's operational success. You will sit at the hub of the studio, acting as the single point of contact for internal, external, and firmwide teams.

In this role you will manage meetings, prepare reports, support budgets and events, and help maintain a healthy studio culture while enabling leadership to focus on strategic matters.

Qualifications

• Minimum 5 years of working experience in similar capacity.
• Good communicator and confidently work across all levels.
• Good people skill as you will be dealing with other board members.
• Demonstrate excellent professionalism, trustworthy, integrity.
• Proven attention to detail, with excellent organizational and technical skills.
• Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through.
• Established success working on multiple tasks/projects at the same time.
• Ability to be able to manage complex situations.
• Microsoft Office experience a must.
• Adobe Suite/In Design experience a huge plus.

Responsibilities

• Proactively support effective management of Studio business meetings; be an active attendee.
• Prepare Studio Leaders for office-wide business meetings; document and manage action items.
• Download, analyze, and prepare reports for Leadership review; Partner, as needed, with Design Managers and other studio leaders; Includes but may not be limited to A/R, backlog, timesheet completion and detailed review; held time (unbilled labor), revenue forecasting; staffing requests and analysis
• Identify and suggest areas for improvement
• Support talent engagement and connectedness through research and execution of Studio events and social gatherings; manage budget as needed; Partner with leadership to enable a strong and healthy culture in the studio
• Own and manage Studio-wide meetings; create and maintain schedule; work with studio leadership to develop agenda; manage action and follow up items; secure space and refreshments as required
• Partner with Office Services and IT to plan for software and workspace updates and changes
• Work with Human Resources on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking; onboarding monitoring and tracking; new hire set up (in partnership with IT)
• Maintain awareness of and help manage response to firmwide and regional communities
• Other activities such as managing the studio PTO calendar
• Maintain a clean, organized studio space, physically and digitally
• Provide administrative support, including but not limited to calendar management, travel arrangement, and managing expenses
• Assist all studio staff as needed with subject matter expertise on firmwide tools;
• Prepare, consolidate and draft emails, presentations or documents on behalf of OMD
• Manage meeting arrangement/coordination (Ensure that logistic are arranged in advance i.e. meeting invite, room booking, F&B arrangement, agenda & presentation preparation as well as IT/ technical requirement) for meetings
• To check through and verify information/documents that required OMD’s signatory.
• Manage sensitive and confidential information

Skills

5+ years experience

Communication

People skills

Professionalism

Attention to detail

Prioritization

Multi-tasking

MS Office

Adobe InDesign

Adobe Suite

Tools

MS Office

Adobe InDesign

Job description

Gensler Singapore is seeking a Studio Coordinator to partner with Studio Directors in driving the Lifestyle Studio's operational success. You will sit at the hub of the studio, acting as the single point of contact for internal, external, and firmwide teams.

In this role you will manage meetings, prepare reports, support budgets and events, and help maintain a healthy studio culture while enabling leadership to focus on strategic matters.