Office Assistant / Studio Coordinator

Key Responsibilities

• Manage active calendars for senior leadership, including scheduling meetings, coordinating appointments, and organizing daily priorities.
• Review, organize, and prioritize email communications, flagging important items and assisting with timely follow-up.
• Cook up meeting logistics, prepare materials, and ensure efficient day-to-day operations.
• Serve as a central point of coordination for staff requests, office needs, and administrative follow-up.
• Help maintain organized studio workflows and support project teams with administrative tasks as needed.
• Aid in office organization, vendor coordination, and general operational efficiency.
• Support the preparation, organization, and tracking of architectural proposals, qualifications packages, and project-related documentation.
• Assist with the preparation and administration of AIA agreements, consultant contracts, and related project records.
• Maintain organized digital and physical project files.
• Assist with monthly revenue and expense reporting, including support for P&L tracking.
• Cook up administrative aspects of invoicing, project documentation, and financial reporting.
• Support leadership with general business administration tasks.
• Occasionally provide personal support to firm leadership, including coordinating appointments, errands, banking matters, and other administrative needs.

Qualifications

• Previous experience as an Office Assistant, Executive Assistant, Studio Coordinator, Administrative Assistant, or similar role within an architecture, interior design, engineering, construction, or creative professional services firm.
• Understanding of how architectural or interior design studios operate, including project-based workflows, deadlines, proposals, and client-focused deliverables.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Familiarity with QuickBooks Online (QBO) and/or Factor AE project management/accounting software is a plus.
• Experience with financial reporting, project billing, or accounting support is beneficial.
• Self-motivated with strong problem-solving skills and the ability to anticipate needs.

Preferred Qualities

• Highly organized and detail-oriented.
• Comfortable working in a fast-paced design environment with changing priorities.
• Strong sense of accountability and follow-through.
• Professional, positive, and service-oriented attitude.
• Able to balance both executive support and studio operations responsibilities.
• Able to appreciate design, creativity, and collaborative team environments.

Benefits

• 100% Health Insurance Premium & Deductible
• 100% Dental Insurance
• 100% Vision Insurance
• Paid Time Off
• Pre-tax Retirement Savings