Executive Assistant / Studio Coordinator
Job Description
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 team bring designs to life. As a Studio Coordinator, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio’s activities and the glue that keeps operations running smoothly.
What You Will Do
- Support Studio Principals with heavy calendar management, detailed travel arrangements (domestic and international) utilizing corporate travel systems, and maintaining professional state licenses and memberships
- Support Studio Directors and Principal with administrative needs, including scheduling meetings, processing expense reports, preparing correspondence, etc.
- Assist Studio Director and Studio Operations Leader 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)
- Promote a strong studio culture by planning studio retreats, outings, and celebrations and manage the studio social budget
- 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
- Provide back-up assistance for reception occasionally and other Studio Coordinators as needed
Your Qualifications
- Minimum 5 years of experience in professional administrative position
- Experience booking domestic and international travel
- Excellent verbal and written communication skills
- Strong 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)
- Adobe Suite/InDesign experience a plus
- Must be available for overtime on an as-needed basis
Meet The Recruiter
Regan Jackson
Sr. Direct-Hire Recruiter
Regan graduated from Texas Tech University in 2003 with her Bachelor’s in Marketing. She then went to graduate school at St. Thomas University, where she received her MBA. She started working for Burnett in June 2005 in Houston.
Regan was a Senior Account Executive for five years. In this role, she was the liaison between the client and each specialty division to ensure the highest quality customer service and proven results. In 2010, Regan moved into a direct-hire recruiter role. She has been successful in filling all different types of positions for clients across several industries. In 2013, her husband’s job transferred them to Dallas, and she is now a Sr. Direct-Hire Recruiter for Choice Specialists in Dallas, Texas. She enjoys what she does and is passionate about helping candidates and companies grow!
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