Studio Coordinator/Executive Assistant

Gensler • Nashville, TN

14d • Onsite

About The Position

Your Role Do you enjoy a fast paced, creative environment surrounded by bright and driven colleagues? Do you approach every challenge with a can-do spirit? Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator/EA, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio and office’s activities and the soul that keeps your studio moving forward. Studio Coordinators/EA’s act as an ambassador for their studio and a liaison between their directors/principals and many others. What You Will Do Support Managing Directors with heavy calendar management, detailed travel arrangements, scheduling calls and meetings, processing expense reports, and PCARD reconciliation, and maintaining professional state licenses and memberships. Support Studio Director and Operations Leader with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, 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 Assist in processing, editing, and proofing contract documents for clients and consultants 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. Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international) Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests Coordinate physical archiving of studio projects Liaise with other administrative departments to ensure with seamless coordination and communication with studio

Requirements

• Minimum 5 years of experience in professional administrative position supporting senior leadership
• Experience booking domestic and international travel
• Excellent verbal and written communication skills
• Strong executive presence with the ability to interface professionally with all levels of the firm, clients, and subcontractors
• Ability to prioritize business responsibilities
• Must show ability to problem solve, both individually and as part of a team
• Positive attitude and willingness to “go the extra mile”
• High level of work ethic and ability to work independently with minimal guidance
• Proficiency with Microsoft Office (including SharePoint)
• Must be available for overtime on an as-needed basis
• This position is in-person.
• Successful candidates will be located in the Nashville, Tennessee area.
• If you’re open to relocating to the area, please apply!
• Non-local candidates are welcome.

Nice To Haves

• Adobe Suite/In Design experience a plus

Responsibilities

• Support Managing Directors with heavy calendar management, detailed travel arrangements, scheduling calls and meetings, processing expense reports, and PCARD reconciliation, and maintaining professional state licenses and memberships.
• Support Studio Director and Operations Leader with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, 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
• Assist in processing, editing, and proofing contract documents for clients and consultants
• 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.
• Coordinate business travel arrangements for all studio members utilizing corporate travel systems (domestic and international)
• Assist with coordinating internal and external onsite meetings to include reserving conference rooms, preparing meeting agendas, arranging meals and beverages, and greeting guests
• Coordinate physical archiving of studio projects
• Liaise with other administrative departments to ensure with seamless coordination and communication with studio

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed