Studio Coordinator / Administrative Assistant

Gensler; New York (NY); On-site; USD 68,000 - 78,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with profit sharing

Employee stock ownership plan

Twice annual bonus opportunities

Wellness programs and flexible spend

Job summary

Gensler is seeking a Studio Coordinator in New York to provide comprehensive administrative support to a team of designers and architects. You will help prioritize schedules, manage meetings, travel and expense tasks, ensuring smooth studio operations and a strong client interface.

You will collaborate with Directors, Principals and Design Managers, participate in studio events, and maintain an organized workspace while delivering excellent service to staff and partners.

Qualifications

• 3–5 years of administrative experience.
• Bachelor’s degree is required.
• Experience in a professional service firm preferred.
• Proficient in Microsoft Office; Microsoft Teams – Tableau is a plus.
• Strong knowledge of PowerPoint; Adobe InDesign and Miro is a plus.
• Strong attention to detail and the ability to multi-task and prioritize.
• Excellent verbal and written communication a must.
• Ability to communicate and interact effectively with all levels of management.
• Exceptional customer service orientation.
• Must be self-motivated, resourceful and entrepreneurial.
• Please submit your resume as a PDF; Word documents will not be accepted.
• The base salary range will be estimated between $67,500 -$77,500 plus bonuses and benefits and contingent on relevant experience.

Responsibilities

• Support Studio Directors and Principals with all administrative needs, including scheduling of meetings, expense reports, correspondence, travel arrangements, etc.
• Assist Studio Director with operational aspects of running the studio, including but not limited to, organizing studio meetings, weekly and monthly staffing, financial tracking, timecard and PTO tracking and approvals, proposal/presentation preparation, PDP coordination for studio team members and you.
• Partner with Studio Directors, Principals and Design Managers on coordinating on-site client meetings with the NY office hospitality team.
• Engage in office culture, plan studio meetings, retreats, outings, and celebrations.
• Work with the studio to maintain an organized studio space.
• Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.
• Collaborate with other Studio Coordinators to cover Principals/Studio Directors/studios as needed and on special projects.
• Serve as back-up for reception and other Studio Coordinators as needed.

Skills

Administrative support

Microsoft Office

PowerPoint

Microsoft Teams

Tableau

Adobe InDesign

Miro

Attention to detail

Verbal and written communication

Education

Bachelor’s degree

Tools

Tableau

Adobe InDesign

Miro

PowerPoint

Job description

Your Role

Join a fast paced, collaborative environment where all team members 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.

Description

Your Role

Join a fast paced, collaborative environment where all team members 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 enjoy helping others prioritize and manage their schedules. You're at the heart of your studio’s activities and the soul that keeps your studio and projects moving forward. Coordinators act as an ambassador for their studio and a liaison between their directors/principals, project teams and many others.

What You Will Do

• Support Studio Directors and Principals with all administrative needs, including scheduling of meetings, expense reports, correspondence, travel arrangements, etc.
• Assist Studio Director with operational aspects of running the studio, including but not limited to, organizing studio meetings, weekly and monthly staffing, financial tracking, timecard and PTO tracking and approvals, proposal/presentation preparation, PDP (Professional Development Planning) coordination for studio team members and you.
• Partner with Studio Directors, Principals and Design Managers on coordinating on-site client meetings with the NY office hospitality team.
• Engage in office culture, plan studio meetings, retreats, outings, and celebrations.
• Work with the studio to maintain an organized studio space.
• Consistently provide a high level of customer service to Gensler staff, clients, vendors, business partners and guests while at times, being the client interface.
• Collaborate with other Studio Coordinators to cover Principals/Studio Directors/studios as needed and on special projects.
• Serve as back-up for reception and other Studio Coordinators as needed.

Your Qualifications

• Must have at least 3-5 years of experience in an administrative support position
• Bachelor’s degree is required
• Experience in a professional service firm preferred
• Proficient in Microsoft Office (Word, Excel, etc), Microsoft Teams – Tableau is a plus
• Strong knowledge of PowerPoint required – Adobe InDesign and Miro is a plus
• Strong attention to detail and the ability to multi-task and prioritize required
• Excellent verbal and written communication a must
• Ability to communicate and interact effectively with all levels of management
• Exceptional customer service orientation
• Must be self-motivated, resourceful and entrepreneurial
• Please submit your resume as a PDF, Word documents will not be accepted
• The base salary range will be estimated between $67,500 -77,500 plus bonuses and benefits and contingent on relevant experience.

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 Week,” our offices reflect our people’s diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and 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 Aff…

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 that suspects that they have been contacted by someone falsely representing Gensler should email [e-mail].