Studio Coordinator - Administrative Assistant - job 1 of 2

As a Studio Coordinator - Administrative Assistant at Gensler, your role encompasses a range of responsibilities aimed at keeping our talented designers and architects organized and supported. You will handle heavy calendar management, travel arrangements, meeting coordination, and assist with administrative tasks like expense reports and contract documentation. Your contribution is essential for ensuring smooth operations within the studio.

To apply for the Studio Coordinator role at Gensler, candidates should have a minimum of 5 years in an administrative support position, ideally supporting senior leadership. You should be proficient in Microsoft Office and have excellent communication skills. Experience with travel booking and A/E/C knowledge can give you an edge in this vibrant environment.

The Studio Coordinator position at Gensler is specifically in-person, located in Dallas, TX. We believe that being present in the studio helps foster collaboration and creativity, integral to our design process. Non-local candidates are welcome to apply, especially if willing to relocate.

Gensler's work culture is vibrant and inclusive, designed to encourage collaboration and well-being among all team members. As a Studio Coordinator, you will engage in various fun and creative activities, from studio outings to competitions, while maintaining a supportive environment that values each individual’s contributions.

Gensler is committed to the professional development of all its employees, including Studio Coordinators. The firm offers reimbursement for professional licenses and exam fees, along with tuition reimbursement for eligible programs. This reflects our investment in your growth and future within the architecture and design industry.

In this role, it’s crucial to stay organized amidst various responsibilities. I prioritize tasks based on their urgency and impact on the studio’s operations. Using tools like digital planners or task management apps can be extremely helpful for keeping track and ensuring deadlines are met.

Managing travel arrangements requires meticulous organization and attention to detail. I create a checklist of requirements for travel, use corporate travel systems effectively, and always confirm reservations. Planning ahead and communicating with team members about their preferences is also essential to streamline arrangements.

I approach calendar management with a focus on clarity and accessibility. I ensure I understand the priorities of the leaders I support, block time for critical tasks, and build in buffers to accommodate unexpected changes or meetings. This proactive approach minimizes scheduling conflicts.

In a collaborative environment, conflicts can arise. I believe in being a mediator by encouraging open communication between parties involved. Listening to each side to understand their perspectives helps find common ground and resolve issues effectively.

For document management, I leverage tools like Microsoft SharePoint for storage and organization. I ensure files are systematically named and categorized, making them easy to retrieve. Regular updates and backups are also critical in ensuring data integrity.

Promoting a positive studio culture involves organizing engaging activities, celebrating team achievements, and creating an inclusive atmosphere where everyone feels valued. Encouraging social interactions through retreats and outings can foster strong relationships within the team.

Effective communication with clients involves clarity and respect. I ensure that I understand their needs fully by listening actively and asking questions. Following up with clear, concise emails and documentation helps maintain transparency and builds trust.

Handling last-minute changes requires agility and a calm demeanor. I recall a project meeting that had to be rescheduled drastically. I quickly communicated with all parties, re-confirmed availability, and adjusted logistics to ensure the meeting still proceeded effectively.

Maintaining confidentiality is paramount. I take every necessary measure to protect sensitive information by adhering to company protocols, limiting access to pertinent documents, and being discreet in all communications regarding company matters.

The most important quality for a Studio Coordinator at Gensler is versatility. The ability to adapt to changing circumstances, manage multiple duties effectively while maintaining a positive approach is essential to support our dynamic creative environment.