Studio Coordinator (Temporary - 6 month)

Gensler; Chicago (IL); On-site; USD 36,000 - 44,000; Full time

Job summary

Gensler in Chicago seeks an experienced administrative professional to support Principals and Studio Leaders. You will manage calendars, coordinate travel, and assist with client communications and marketing responses.

Strong typing, MS Office proficiency, and Adobe suite skills are essential for timely, accurate correspondence. You will also organize project files, assist with timesheets and expense reports, and provide backup support to coordinators and the receptionist as needed.

Qualifications

• Minimum 5 years experience in a professional administrative position.
• A/E/C industry experience is a plus.
• Must type a minimum of 65 wpm.
• Proficient with Microsoft Office and Adobe Suite.
• Excellent verbal and written communication skills.

Responsibilities

• Maintain calendars for Principals and Studio Leaders.
• Support client relationships and respond to inquiries.
• Assist marketing efforts and responses to RFPs.
• Prepare and format business correspondence and meeting notes.
• Coordinate travel and meetings, including venues and logistics.
• Organize project files, reports, and timesheets for directors.
• Provide backup to other coordinators and receptionist as needed.
• Update marketing and staffing reports weekly.
• Greet clients and coordinate meetings and calls.
• Coordinate studio events and occasional happy hours.

Skills

Five+ years admin experience

Problem solving

Strong communication

Self-starter

Overtime availability

Education

High school diploma or equivalent

Business school certificate

College diploma

Tools

Microsoft Office

Word

Excel

PowerPoint

InDesign

Illustrator

Photoshop

Job description

What You Will Do

• Maintain Principal's and Studio Leaders' calendar
• Maintain and support relationships with clients and prospective clients
• Assist with marketing efforts as needed (e.g. supporting responses to RFPs)
• Generate, compose, proof, format, and issue business correspondence as appropriate
• Type and file project correspondence and meeting notes for team members
• Meeting coordination with Office Services Coordinator including setting up for meeting/presentation room, assisting with ordering lunch for team/client, coordinating overnight client stays, organizing client entertainment, etc.
• Organize project files and spreadsheets relating to correspondence with the clients and consultants
• Provide backup to other studio coordinators as needed
• Provide backup to the receptionist as needed
• Responsible for making travel reservations for studio members and coordinating through the Firmwide Travel agency as required or other resources as designated by Gensler
• Organize and attend weekly studio leadership meeting
• Maintain professional credentials for the Principals in the studio
• Complete other tasks as required or needed including but not limited to various public relations compositions and mailings, opening and distributing mail and other incoming packages for the Studio Leaders; stamping or preparation and mailing of outgoing mail and overnight packages
• Coordinate dead filing as needed for the project files
• Manage the studio PTO calendar
• Work with studio staff members to help complete expense reports and timesheets on time
• Collect studio members’ timesheets for the Studio Directors approval
• Complete research projects as needed
• Greet clients for meetings and assist clients over the phone when needed
• Organize monthly studio meetings
• Encourage studio morale by organizing occasional in-studio happy hours
• Update marketing reports every week
• Update staffing reports every week
• Miscellaneous tasks requested or designated by Studio Principals, any Studio Leader, or team member of Gensler

Your Qualifications

• Minimum 5 years experience in a professional administrative position
• A/E/C industry experience is a plus
• Must show ability to problem solve, both individually and as part of a project team
• Must type a minimum of 65 wpm
• High School degree with appropriate experience or Business School Certificate or College Diploma
• High Level of proficiency with Microsoft Products, Word, Excel, PowerPoint, and also with Adobe Products such as In-Design, Illustrator, and/or Photoshop
• Excellent verbal and communication skills
• Ability to prioritize business responsibilities
• Must be able to communicate clearly and articulately over the phone
• Must be a motivated self-starter
• Positive attitude, willingness to “go the extra mile”
• Ability to work independently with minimal guidance
• Must be available for overtime on an as‑needed basis

The base salary will be estimated between $26 – $32/hour.

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.

Notice to Applicants

We are proud to be an Equal Employment Opportunity and AfficemailitiveAction 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.

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] .

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Job Category:

Brand, Graphics, Digital Media

Job Category:

Brand, Graphics, Digital Media