Studio Coordinator – Temporary

Description

• 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 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.
• Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests
• Work with Human Resources on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking; onboarding monitoring and tracking; new hire set up (in partnership with IT)
• Promote a strong studio culture by planning studio retreats, outings, and celebrations and manage the studio social budget
• Assist with office-wide event planning
• Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international)
• Assist in processing, editing, and proofing contract documents for clients and consultants
• Support Studio Principals with active calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships
• Coordinate physical archiving of studio projects
• Support Studio Directors and Principal with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
• Be a resource to studio members with questions about “how to _____.” Help network to the right people to find answers.
• Provide back-up to other Studio Coordinators and front desk reception; liaise with Business Operations Team (IT, Marketing, Finance, etc.)

Requirements

• 5+ years of experience in an administrative or operational support role.
• Ability to work full-time (8:30 a.m. to 5:30 p.m.) in office and additional hours as necessary.
• Familiarity with Salesforce preferred.
• Advanced proficiency in Microsoft Office Suite, with a deep understanding of cross-application functionality to enhance collaboration, streamline communication, and improve project efficiency.
• Ability to prioritize tasks, take ownership, and demonstrate initiative with consistent follow-through.
• Proficiency with Microsoft Project, Visio, or other project management tools.
• Excellent communication and relationship-building skills; able to interact professionally with individuals at all levels.
• Exceptional attention to detail with strong organizational and technical skills.
• Experience in the Architecture & Design industry is a plus.
• Strong verbal and written communication skills.
• Basic proficiency in Adobe Suite/InDesign required; experience with Miro is a plus.
• Experience managing multiple calendars in Outlook and coordinating complex travel arrangements.
• Proven success managing multiple projects and deadlines simultaneously.
• Legal and contract review experience is a plus.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance