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Studio Coordinator

Gensler

Gensler

Administration
Chicago, IL, USA
Posted on Sunday, December 3, 2023

Your Role

The Studio Coordinator partners with both the Studio Director and Studio Leaders in our Work 2 Studio to collectively drive the operational success of business units within the Chicago office. This role sits at the hub of the studio, providing a single point of contact for internal, external, and firmwide constituents. We are looking for a partner and a proactive self-starter with an entrepreneurial perspective, they own and manage aspects of studio operations allowing leadership to focus on strategic matters.

What You Will Do

Studio Performance

  • Proactively support effective management of Studio business meetings; be an active attendee; Prepare Studio Leaders for office-wide business meetings. Document and manage action items.

  • Download, analyze, and prepare reports for Leadership review; Partner, as needed, with Design Managers and other studio leaders; Includes but may not be limited to A/R, backlog, timesheet completion and detailed review; held time (unbilled labor), revenue forecasting; staffing requests and analysis. Identify and suggest areas for improvement.

  • Support talent engagement and connectedness through research and execution of Studio events and social gatherings; manage budget as needed; Partner with leadership to enable a strong and healthy culture in the studios.

Business Development

  • Strategic marketing support including initial prospect research on target and prospective clients.

  • Interface and coordinate with Marketing on pursuits and collateral creation.

  • Provide rapid response to breaking requests from clients; Over-deliver on request to exceed client expectations.

Studio Operations

  • Own and manage Studio-wide meetings; create and maintain schedule; work with studio leadership to develop agenda; manage action and follow up items; secure space and refreshments as required.

  • Assist studio leadership with management of staffing for the studio.

  • Partner with Office Services and IT to plan for software and workspace updates and changes.

  • Work with Human Resources on talent related initiatives such as Professional Development Program (PDP) process monitoring and tracking; onboarding monitoring and tracking; new hire set up (in partnership with IT).

  • Maintain awareness of and help manage response to firmwide and regional communities.

  • Other activities such as managing the studio PTO calendar.

Administrative

  • Provide administrative support for Principal Leader, including calendar management, travel arrangement, and managing expenses.

  • When needed, assist Studio Principals with targeted calendar management, booking travel, managing expenses, tracking of professional credentials.

  • Assist all studio staff as needed with subject matter expertise on firmwide tools; Maintain a clean, organized studio space, physically and digitally.

  • Provide back-up to other Studio Coordinators; liaise with Office Services Team.

For each of the areas listed, duties may be identified or emphasized, based on the business needs as defined by the Studio Principal and Studio Operations Leader.

Your Qualifications

  • 3+ years of experience in an administrative capacity.

  • Microsoft Office experience a must.

  • Basic aptitude with Adobe Suite/In Design required. Miro experience a plus.

  • Familiarity with Salesforce a plus.

  • Experience managing multiple calendars in Outlook.

  • Proficient in booking complex travel.

  • Proven attention to detail, with excellent organizational and technical skills.

  • Must be able to determine priorities, take ownership of tasks, and exhibit a high level of initiative and follow-through.

  • Established success working on multiple tasks/projects at the same time.

  • Excellent communication and relationship management skills.

  • Ability to interact professionally with individuals at all levels.

  • Proactive by nature and curious to learn more about our business.

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 Awareness 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.