Studio Assistant

Responsibilities

• Anticipate needs and oversee day-to-day activities of the studio as main point of contact
• Drive office efficiency by ensuring the studio, common areas and workspaces are clean, organized, and functional for staff, visitors and clients – may involve cleaning routines, overseeing repair and maintenance, handling correspondence, basic tech troubleshooting, and managing filing systems
• Cover all aspects of the studio’s space planning, including staff desk relocations/additions and changes to workstations, in coordination with Information Technology team
• Under direction of Senior Studio Manager, ensure compliance with established firmwide policies
• Manage relationships with outside vendors, suppliers and services, including local facilities and building management
• Identify studio hospitality needs and coordinate catering for events
• Organize, prioritize and appropriately handle time-sensitive, confidential information
• Coordinate and participate in new hire orientation under direction of Human Resources team
• Assist with coordination of candidate interviews, background checks and implementation of firmwide initiatives
• Additional administrative duties may include reception desk support, scheduling and preparation for meetings and events, tracking business licenses to aid in renewals, assisting with expense reports, purchasing and storing office supplies, shipping packages and accepting deliveries
• May work closely with project teams to provide administrative support on projects as needed including facilitating project communication, compiling documentation, maintaining project records, and processing material samples and drawings

Requirements

• Bachelor's degree preferred
• 5+ years of office support/facility experience or other relevant administrative experience in a professional services environment
• Strong time management and people skills
• Good interpersonal skills in environment of tight deadlines, frequent interruptions, and unexpected events
• Excellent written and verbal communication skills including a high degree of attention to detail
• Analytical ability and experience developing internal systems
• Proficient in Microsoft Office, with aptitude to learn new software, systems and online platforms
• Experience in Architecture, Engineering, Construction (AEC) or Design industries a plus