Studio Administrative Coordinator

Description

• Maintain and update the team member and visitor log.
• Coordinate and manage the Firm’s weekly Monday10 presentation, including: In coordination with the scheduling team, disseminate calendar appointments and weekly reminders to upcoming presenters.
• Help draft and distribute internal communications on behalf of the Studio Leader.
• Coordinate travel arrangements, including booking flights, accommodation, and managing itineraries when necessary.
• Maintain the reception area, ensuring it is tidy, organized, and stocked with necessary materials.
• Prepare agendas, take notes, and distribute minutes for key team meetings.
• Assemble weekly Monday10 Power Point agenda slides for presentation on Monday morning.
• Complete expense reports and similar administrative reporting.
• Assist Leader with scheduling, meeting preparation, and other administrative tasks as needed.
• Assist in preparing and formatting documents, reports, and presentations.
• Coordinate with IT on updates + changes prior to weekly, firm-wide presentation.
• Organize, scan, and maintain files, records, and documents for the practice area, as requested.
• Coordinate incoming and outgoing mail and package deliveries, notifying team members of arrivals and ensuring timely distribution.
• Conduct initial research or information gathering for presentations and projects as requested.
• Complete expense reports.
• Manage the studio phone system, directing calls to the appropriate team members and responding to general inquiries.
• Provide assistance to visitors by coordinating parking, suite access, and Wi-Fi setup.
• Prepare and format documents, presentations, and reports on behalf of the Studio Leader.

Requirements

• Knowledge of AIA related contracts and software.
• Experience with contracting software.
• Previous experience supporting leadership in a professional services, architecture, or engineering firm.
• Demonstrated cultural awareness and sensitivity.
• Demonstrated ability to handle sensitive information with confidentiality and discretion.
• Excellent written and verbal communication skills.
• Exceptional time management skills.
• Familiarity with Adobe Creative Suite software.
• Ability to provide excellent customer service (internally and externally).
• Knowledge of data analytics, processes, visualization, and related support software.
• Willingness to assist with studio front office supporting, including: Greet clients, guests, and team members professionally and warmly, ensuring a positive and welcoming atmosphere.
• Strong attention to details.
• Bachelor’s degree.
• Familiarity with organizational governance and reporting.
• Ability to work independently while also effectively collaborating within a team environment.
• Robust experience managing logistics and supporting event planning for industry events, workshops, or client meetings.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology and scheduling tools.
• High School Diploma or GED Equivalent
• Five (5) + years related experience in a fast-paced professional environment
• Willingness to learn new technologies.
• Strong organizational skills, with the ability to prioritize multiple tasks.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance