Admininistrative Assistant

Your Role

Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator, you will provide administrative and general support to a team of industry-leading designers and architects. You're at the heart of your office’s activities and the soul that keeps your office moving forward.

What You Will Do

• Assist Studio Directors with administrative aspects of projects including proposals, contracts, meeting notes & project filing.
• Coordinate travel, timesheets and expense report logistics.
• Assist with collection of time sheets, manual timecards and vacations forms as needed.
• Set up and maintain files for all projects and office documentation.
• Assist Design Managers with staffing and update staffing reports.
• Ensure proper electronic filing standards for the studio.
• Organize Internal and External meetings.
• Set up conference calls and meetings.
• Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including ensuring that HR have the individuals on Gensler travel insurance policy.
• Work with marketing on qualifications packages and RFPs, as needed.
• In charge of work with the operations leader to maintain all the metrics of the studio updated, including AR, Productivity and held time.
• Coordinate employee engagement activities in the studio and promote studio culture (studio meetings, additional activities (coordinate with facilities).
• Distribute and create the monthly studio newsletter.
• Support Offices services team in important client events.
• Coordinate the communication between the studios and all the shared services teams.
• Other administrative duties as required.

Your Qualifications

• Bachelor’s degree in business administration, Human Resources or similar.
• Minimum of two years administrative experience.
• 100% bilingual English/Spanish, well written with excellent verbal communication skills.
• Proficient in MS Office (Word, Excel, Outlook), experience of InDesign a plus.
• Must be self-motivated and capable of working under tight deadlines.
• Extreme attention to detail and the ability to multi-task and prioritize required.
• Experience handling sensitive material with discretion and confidentiality.
• Be proactive in identifying studio needs to improve processes.
• Experience with Online collaborative whiteboard platform is a plus.