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Gensler · 3 weeks ago

Studio Coordinator/Executive Assistant

Nashville, TN

Full-time

Onsite

Senior Level

5+ years exp

Gensler is a leading design firm that values a creative and fast-paced work environment. The Studio Coordinator/Executive Assistant will provide essential administrative support to a team of designers and architects, acting as a liaison and ambassador within the studio.

ArchitectureCollaborative ConsumptionConsultingProduct DesignReal EstateSports

H1B Sponsor Likely

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

Qualification

Calendar managementTravel arrangementsMicrosoft OfficeCommunication skillsProblem solvingExecutive presenceAdobe SuiteTeam collaborationWork ethic

Required

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

Preferred

Adobe Suite/In Design experience a plus

Benefits

Medical

Dental

Vision

Disability

Wellness programs

Flex spending

Paid holidays

Paid time off

401k

Profit sharing

Employee stock ownership

Twice annual bonus opportunities

Reimbursement for certain professional licenses and associated renewals and exam fees

Tuition reimbursement for certain eligible programs or classes

Company

Gensler

Glassdoor3.9

Gensler is a collaborative design firm that has capabilities in design and architecture across 31 practices.

Founded in 1965

San Francisco, California, USA

5001-10000 employees

http://www.gensler.com

H1B Sponsorship

Gensler has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (67)

2024 (63)

2023 (83)

2022 (103)

2021 (53)

2020 (73)