- Support assigned Studio Directors and Principals with all administrative needs, including scheduling of interviews and meetings, travel arrangements, expense reports, correspondence, licensure renewals, etc.
- Assist Studio Director 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, PDP coordination.
- Assist Studio Directors and Project Managers with administrative aspects of studio projects including: project client/team coordination, design and image work for project proposals, qualifications, contracts, meeting notes, project filing, financial tracking, design standards manuals, marketing materials, internal/external presentations, and awards submissions.
- Coordinate efforts and help maintain a clean and organized office/studio space, both physically and digitally.
- General office support in coordination with fellow Studio Coordinators and Shared Services team members.
- Front desk reception coverage when needed: Greet and direct visitors, answer phones, receive mail, packages, and coordinate interoffice mailings.
- Other duties as assigned.
- Bachelor's degree preferred.
- 3+ years of experience in an administrative support role supporting Senior Leaders and/or Executives.
- Interest and above-average knowledge of art, design, technology, architecture, product design and/or interior design are a huge plus.
- Self-motivated and take-charge persona with a "can do" attitude
- Natural propensity to bring a fun, optimistic and energetic spirit to the office
- Demonstrable, natural passion for helping people.
- Highly organized and mission-focused – ability to complete tasks accurately and efficiently.
- Proficient in design software such as InDesign, Miro, Adobe Suite, as well as above-average knowledge of design/production workflows are a plus.
- Highly proficient in Microsoft platforms such as PowerPoint, Excel, OneNote, Outlook.
- Ability to balance multiple workflows and sometimes overlapping requests that occur in a work environment.
- Ability to verbally share/present information in a clear and engaging way in both individual and large-group settings and via email.
- Ability to manage confidential information
Administrative Assistant/Studio Coordinator - Boston, United States - Gensler
Description
Your Role
A personable and enthusiastic individual who acts as an ambassador and provides support to the Studio Directors, Principals and design professionals. Studio Coordinators must be able to juggle the day-to-day needs of their assigned studio(s) and assist in the general support of office meetings, events project coordination and initiatives. Studio Coordinators should have clear, advanced communication skills and be well organized, thoughtful and service oriented. They must take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic environment.
What You Will Do
Your Qualifications
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.
#LI-OT1