Studio Coordinator - Administrative Assistant

Gensler; Dallas (TX); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

medical

dental

vision

disability

wellness programs

flex spending

paid holidays

paid time off

401k

profit sharing

employee stock ownership

twice annual bonus opportunities

Job summary

Gensler is seeking a Studio Coordinator in Dallas, TX to provide critical administrative support to a team of designers and architects. You will be at the heart of the studio, ensuring smooth operations and seamless collaboration across roles.

This in-person role requires 5+ years of admin experience, strong travel coordination skills, and a proactive, detail‑oriented approach. You will manage calendars, prepare meetings, handle expense reports, and help drive the studio’s culture and efficiency.

Qualifications

• Minimum 5 years of experience in professional administrative position.
• 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.
• Must be available for overtime on an as-needed basis.

Responsibilities

• Manage heavy calendar scheduling for Studio Principals.
• Arrange domestic and international travel using corporate systems.
• Process expense reports and prepare correspondence.
• Support operational aspects: meetings, staffing, financial tracking, timecards.
• Coordinate RFIs, submittals, and project directories.
• Coordinate studio meetings, meals, and guest greetings.
• Archive studio projects and coordinate with other departments.
• Provide back-up reception support as needed.

Skills

Calendar management

Travel coordination

Verbal & written communication

Stakeholder interfacing

Problem solving

Independent work

Overtime availability

Tools

Microsoft Office

SharePoint

Adobe InDesign

Job description

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 Gensler team bring designs to life. As a Studio Coordinator, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio’s activities and the glue that keeps operations running smoothly.

Description

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 Gensler team bring designs to life. As a Studio Coordinator, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio’s activities and the glue that keeps operations running smoothly.

What You Will Do

• Support Studio Principals with heavy calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships
• Support Studio Directors and Principal with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
• Assist Studio Director and Studio Operations Leader with operational aspects of running the studio including but not limited to organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation
• Assist in processing, editing, and proofing contract documents for clients and consultants
• Assist Design Managers with administrative tasks including but not limited to logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribe and distribute meeting notes, etc.
• Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international)
• Promote a strong studio culture by planning studio retreats, outings, and celebrations and manage the studio social budget
• Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests
• Coordinate physical archiving of studio projects
• Liaise with other administrative departments to ensure with seamless coordination and communication with studio
• Provide back-up assistance for reception occasionally and other Studio Coordinators as needed

Your Qualifications

• Minimum 5 years of experience in professional administrative position
• 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 business responsibilities
• Must show ability to problem solve, both individually 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
• A/E/C experience is a plus

This position is in-person. Successful candidates will be located in the Dallas, Texas area. If you’re open to relocating to the area, Non-local candidates are welcome. Take a look at U.S. News & World Report’s 2025-2026 study on what it's like living in Dallas, Texas!

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best-in-class design. From curated art exhibits to internal design competitions to "Well-being Awareness Week," our offices reflect our people’s diverse interests.

Our comprehensive benefits include

• medical
• dental
• vision
• disability
• wellness programs
• flex spending
• paid holidays
• paid time off
• 401k
• profit sharing
• employee stock ownership
• twice annual bonus opportunities

Our annual base salary range has been established based on local markets.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.

NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and affirmative action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state and local law.

Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with federal, state and local law.

See also Know your rights: Workplace discrimination is illegal, right to work and E-verify program, as required by law.

Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us.

Regarding Gensler’s approach to recruiting new talent, we will never ask an applicant for sensitive or personal financial information during the recruitment process. We advise all applicants seeking employment with Gensler to review available information on recruitment fraud. Anyone who suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].