Studio Coordinator/Administrative Assistant

Burnett Specialists Staffing | Recruiting; Dallas (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

Burnett Specialists Staffing | Recruiting is seeking an experienced Studio Coordinator in Dallas to provide administrative and operational support to a team of designers and architects. The role focuses on calendar management, travel coordination, and financial tracking to keep studio activities running smoothly.

You will support senior leaders, assist with proposal and presentation preparation, and help maintain project directories and documentation.

Qualifications

• 4+ years of professional administrative experience in architecture/engineering/construction or professional services.
• Experience supporting senior-level professionals or executives is highly preferred.
• Excellent verbal and written communication skills.
• Ability to prioritize multiple business responsibilities and shifting deadlines.
• Strong problem-solving skills, both independently and in a team.
• Positive attitude and willingness to go the extra mile.
• High work ethic; able to work independently with minimal guidance.
• Proficiency with Microsoft Office, including SharePoint.
• Adobe Suite/InDesign experience is a plus.
• Must be available for overtime on an as-needed basis.

Responsibilities

• Provide administrative support to a team of designers and architects, keeping day-to-day operations running smoothly.
• Manage calendars and travel arrangements, including domestic and international travel using corporate systems.
• Process expense reports and prepare correspondence for studio leadership.
• Assist with studio operations such as meetings, staffing, financial tracking, timecard and PTO tracking, and proposal/presentation prep.
• Help with contract documents—processing, editing, and proofreading for clients and consultants.
• Support Design Managers with RFIs, submittals, project directories, and project accounting setup.
• Coordinate travel arrangements for studio members and plan studio retreats and social events.
• Arrange onsite meetings, prepare agendas, coordinate meals, and greet guests.
• Assist with archival storage and liaise with other admin departments to ensure coordination.

Skills

Administrative excellence

Support senior professionals

Verbal & written communication

Multi-task prioritization

Problem solving

Independent work

Overtime readiness

Microsoft Office (PowerPoint/Excel/Out

SharePoint proficiency

Adobe Suite/InDesign (plus)

Tools

Microsoft Office

SharePoint

Adobe InDesign

Job description

A leading architecture and design firm in Dallas is seeking an experienced Studio Coordinator to provide administrative and operational support to a team of designers, architects, and studio leadership.

The ideal candidate will have 4+ years of administrative experience within an architecture, engineering, construction, and/or professional services firm and be comfortable supporting senior-level professionals in a fast-paced, collaborative environment.

Your Role

Do you enjoy a fast-paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? Use your passion for service and attention to detail to help the team bring designs to life.

As a Studio Coordinator, you will provide administrative support to a team of industry-leading designers and architects. You will be at the heart of the studio?s activities and help keep day-to-day operations running smoothly.

What You Will Do

• Support Studio Principals with heavy calendar management, detailed domestic and international travel arrangements utilizing corporate travel systems, and maintenance of professional state licenses and memberships.
• Support Studio Directors and Principals with administrative needs, including scheduling meetings, processing expense reports, and preparing correspondence.
• Assist with operational aspects of running the studio, including studio meetings, staffing, financial tracking, timecard collection, PTO tracking, and proposal/presentation preparation.
• Assist in processing, editing, and proofreading contract documents for clients and consultants.
• Assist Design Managers with administrative tasks, including logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in the project accounting system, and transcribing and distributing meeting notes.
• Coordinate domestic and international business travel arrangements for studio members.
• Promote a strong studio culture by planning studio retreats, outings, and celebrations and managing the studio social budget.
• Coordinate internal and external onsite meetings, including reserving conference rooms, preparing agendas, arranging meals and beverages, and greeting guests.
• Coordinate physical archiving of studio projects.
• Liaise with other administrative departments to ensure seamless coordination and communication with the studio.
• Provide occasional back-up assistance for reception and other Studio Coordinators as needed.

Your Qualifications

• 4+ years of professional administrative experience within an architecture, engineering, construction, and/or professional services firm required.
• Experience supporting senior-level professionals or executives strongly preferred.
• Experience booking domestic and international travel.
• Excellent verbal and written communication skills.
• Strong ability to interface professionally with all levels of the firm, clients, and subcontractors.
• Ability to prioritize multiple business responsibilities and shifting deadlines.
• Strong problem-solving skills, both independently and as part of a team.
• Positive attitude and willingness to go the extra mile.
• High level of work ethic and ability to work independently with minimal guidance.
• Proficiency with Microsoft Office, including SharePoint.
• Adobe Suite/InDesign experience a plus.
• Must be available for overtime on an as-needed basis.

Desired Skills and Experience

• 4+ years of professional administrative experience within an architecture, engineering, construction, and/or professional services firm required.