Studio Coordinator​/Administrative Assistant

Your Role As Studio Coordinator

In our Austin office, you will play a central role in creating a smooth, welcoming, and well‑organized environment for a 30–50‑person design studio. You will support day‑to‑day operations, coordinate meetings and events, and partner closely with leadership and cross‑functional teams to keep everything running efficiently.

• Provide support to Principals, Studio Leaders, Studio Ops Leaders, and Senior Hires.
• Support Studio Leadership with calendar management, scheduling meetings, processing expense reports, P‑Card reconciliation, preparing correspondence, and maintaining professional state licenses and memberships.
• Assist Design Managers with administrative tasks, including logging RFIs and submittals, setting up and maintaining project directories, setting up new projects in project accounting systems, and transcribing and distributing meeting notes.
• Assist in processing, editing, and proofing contract documents for clients and consultants.
• Coordinate business travel arrangements for studio members utilizing corporate travel systems (domestic and international).
• Email monitoring as needed or preferred.
• Coordinate Professional Development Plan (PDP) meetings and 90‑Day reviews.
• Support new hire/onboarding, including senior hires in partnership with HR.
• Compile presentations in InDesign, produce studio org charts, and prepare various documents.

• Oversee daily studio operations and serve as the go‑to resource for studio members.
• Arrange travel accommodations and client entertainment as needed.
• Greet clients and visitors, ensuring a professional and welcoming experience.
• Maintain studio tidiness and oversee storage organization.
• Support studio clean‑up initiatives and ad‑hoc administrative requests.

• Coordinate internal and external onsite meetings, including reserving conference rooms, preparing meeting agendas, arranging catering and refreshments, partnering with IT for technical support, and greeting guests.
• Assist Studio Directors and Studio Operations Leader with operational aspects of running the studio, including organizing studio meetings, staffing, financial tracking, timecard collection, PTO tracking, proposal/presentation preparation.
• Plan and execute studio retreats, outings, and celebrations and manage the studio social budget.
• Partner with Marketing to ensure resumes and project/people pages are current.
• Coordinate project file archiving and dead file maintenance as needed.

• Manage the studio PTO calendar and staffing coverage.
• Support team members with timely completion of expense reports and timesheets.
• Review and process timesheets, including follow‑ups and signature coordination.
• Assist Design Managers and Studio Leaders with staffing requests and adjustments.
• Monitor overstaffing and coordinate reallocation of hours.
• Collaborate with Shared Services on reporting needs (held time, forecasts, PTO, people status).

• Provide backup support to other studio coordinators as needed.
• Field studio member questions with a positive, solutions‑oriented approach.
• Partner with various internal stakeholders, including PA, Technical Directors, and Learning Coordinator, on special projects.

• Bachelor’s Degree preferred or equivalent experience.
• Minimum 5‑7 years of experience in administration within a mid‑large office (100+ employees).
• Strong interpersonal and communication skills with the ability to collaborate across all levels of leadership.
• High level of discretion, confidentiality, and professionalism.
• Proactive, dependable, and resourceful with a strong sense of initiative.
• Flexible schedule to support early, late, or weekend events as needed.
• Excellent organizational and multitasking abilities in a fast‑paced, creative environment.
• Experience in a professional services environment (architecture or hospitality preferred).
• Highly proficient in Microsoft Office Suite; comfortable with technology and new software.

This position is in‑person. Successful candidates will be located in the Austin, Texas area. If you’re open to…