Studio Coordinator

What You Will Do

Support Studio Leaders with active calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships.
Support Studio Leaders with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
Assist Studio Leaders with operational aspects of running the studio including organizing and attending studio meetings, note taking, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation.
Assist in processing, editing, and proofing legal and contractual documents for clients and consultants.
Assist Design Managers with administrative tasks including logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting system, transcribing and distributing meeting notes, etc.
Promote a strong studio culture.
Assist with coordinating internal and external onsite meetings to reserve conference rooms, prepare meeting agendas, arrange meals and beverages, and greet guests.
Coordinate physical archiving of studio projects.
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).
Be a resource to studio members with questions about “how to _____.” Help network to the right people to find answers.
Provide back‑up to other Administration team members when necessary, including receiving packages, shipping needs, assisting in front‑of‑house operations, assisting in all staff set‑ups and clean‑up as necessary, and greeting visitors.
Your Qualifications

10+ years of experience in an administrative capacity preferably in the AEC industry.
Exceptional attention to detail with strong organizational and technical skills.
Ability to prioritize tasks, take ownership, and demonstrate initiative with consistent follow‑through.
Ability to work full‑time (8:30 a.m. to 5:30 p.m.) in office and additional hours as necessary.
Proven success managing multiple projects and deadlines simultaneously.
Excellent communication and relationship‑building skills; able to interact professionally with individuals at all levels.
Naturally proactive and curious, with a desire to learn and understand business.
Experience in the Architecture & Design industry is a plus.
Advanced proficiency in Microsoft Office Suite, with a deep understanding of cross‑application functionality to enhance collaboration, streamline communication, and improve project efficiency.
Basic proficiency in Adobe Suite/InDesign required; experience with Miro is a plus.
Familiarity with Salesforce preferred.
Legal and contract review experience preferred.
Strong verbal and written communication skills.
Experience managing multiple calendars in Outlook and coordinating complex travel arrangements.
This is not a remote or hybrid position. The successful candidate is expected to be in the Phoenix office.
Benefits

Medical, dental, vision, and disability coverage.
Wellness and flex spending programs.
Paid holidays and paid time off.
401(k) with company match, profit sharing, employee stock ownership, and twice‑annual bonus opportunities.
Reimbursement for professional licenses, renewals, exam fees, and certain tuition for eligible programs.
Annual base salary range based on local market rates.
NOTICE TO APPLICANTS

We are proud to be an Equal Employment Opportunity and affirmative action employer of choice. All aspects of employment decisions will be based on merit, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. Individuals with disabilities and protected veterans are encouraged to apply. We also consider qualified applicants with criminal histories consistent with applicable law. Gensler endeavors to make gensler.com/careers accessible to all applicants. If you need assistance or an accommodation due to a disability, you may contact us. Gensler’s hiring team will never ask for sensitive or personal financial information. Anyone who suspects they have been contacted by a fraudster impersonating Gensler should email info@gensler.com.

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