Studio Coordinator (Temporary - 6 months)

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

Job summary

Gensler’s Chicago office is seeking a Temporary Studio Coordinator to support Principals, Studio Leaders, and team members. This temporary role provides coverage through January with potential for full-time opportunity and is office-based.

The position emphasizes calendar management, client relations, travel coordination, and assisting with marketing and RFP responses. Strong typing, communication, and the ability to work independently are essential.

Qualifications

• Minimum 5 years experience in a professional administrative position.
• High level proficiency with Microsoft Office; familiarity with Adobe Creative Suite.
• Excellent verbal and written communication; ability to prioritize tasks.

Responsibilities

• Maintain Principal's and Studio Leaders' calendar.
• Maintain relationships with clients and prospective clients.
• Assist with marketing efforts, including responses to RFPs.
• Prepare and format business correspondence; type and file notes.
• Coordinate meetings, organize files, and manage travel arrangements.
• Provide backup support to studio coordinators and receptionist.
• Prepare expense reports and timesheets; collect timesheets for approvals.
• Greet clients and assist over the phone; organize monthly studio meetings.
• Support monthly/weekly marketing and staffing reports; handle miscellaneous tasks.

Skills

Calendar management

Client relationship

Travel coordination

Travel bookings

Communication skills

Typing speed

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

InDesign

Illustrator

Photoshop

Job description

Gensler’s Chicago office is seeking a Temporary Studio Coordinator. This position will support Principals, Studio Leaders, and all members of the team as required. This Temporary position is to provide coverage through January, with the potential for a full-time opportunity based on business needs. The role is fully in-office.

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 Affinitive 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.

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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Area of Expertise

Mixed Use + Retail Centers

Area of Expertise

Mixed Use + Retail Centers