Studio Operations & Executive Coordinator

Studio Operations & Executive Coordinator

The Opportunity

HOYT ARCHITECTS is seeking a proactive, highly organized Studio Admin to oversee daily office operations and provide high-level administrative support to executives at both HOYT Architects and Imerza. This is a full‑time, fast‑paced role ideal for someone who excels at organization, communication, scheduling, and keeping complex systems running smoothly. This position is perfect for a polished, detail‑oriented professional who enjoys supporting leadership, improving processes, and ensuring the studio operates at its highest level.

About HOYT Architects

HOYT Architects is an innovative architecture and urban design studio dedicated to creating vibrant, walkable cities. Our portfolio includes landmark civic projects, high‑end residential towers, community‑serving nonprofit facilities, and hospitality destinations. We integrate advanced tools such as in‑house visualization, 3D printing, and real‑time simulation into our design process.

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About Imerza

Imerza is a cutting‑edge visualization and technology firm specializing in real‑time simulation, immersive environments, and interactive digital experiences for architecture, urban planning, and development. The team partners with leading designers and developers to bring projects to life through advanced modeling, virtual reality, and high‑end presentation tools. Imerza’s work supports decision‑making, design refinement, and client engagement across multiple industries.

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• Oversee day‑to‑day operations to maintain an efficient, organized, and professional studio environment.
• Manage office systems, vendor relationships, maintenance needs, office & kitchen supplies, and equipment.
• Maintain organizational tools (Master Schedule, PTO tracking, company databases, contact lists).
• Coordinate onboarding/offboarding, workstation setup, and internal documentation.
• Maintain accurate records, filing structures, project archives, and document control.
• Assist with basic finance tasks including invoices, expense tracking, and reimbursements.
• Manage IT coordination requests with vendors (software renewals, hardware needs, logins).
• Support HOYT HR‑related tasks such as employee paperwork, policy updates, and training coordination.

• Manage calendars for CEOs and executive leadership teams.
• Coordinate meetings, calls, deadlines, and multi‑organization scheduling needs.
• Arrange travel, itineraries, accommodations, and logistics.

• Assist with website updates, newsletters, and marketing coordination, as needed.
• Organize and maintain digital libraries, shared drives, project folders, and media archives.
• Assist with compiling reports, assembling presentations, and formatting documents.

• Support project managers with administrative tasks, schedules, reminders, and coordination.
• Assist with contract organization, proposals, and tracking deliverables.
• Help schedule team meetings, and client‑facing presentations.
• Facilitate communication between HOYT and Imerza teams when workflows overlap.

• 3+ years of experience in office management, studio coordination, or executive administrative roles (preferred).
• Strong organizational, communication, and writing abilities.
• High proficiency in Microsoft Office; familiarity with Adobe Acrobat or Google Workspace a plus.
• Ability to manage competing priorities with excellent follow‑through.
• Professionalism, discretion, and proven reliability.
• Systems‑oriented thinker who enjoys improving workflows and processes.
• Tech‑savvy and comfortable learning new tools and platforms.

• Confident, proactive, and resourceful.
• Warm, polished, and professional interpersonal style.
• Highly organized with strong attention to detail.
• Anticipates needs and solves problems before they arise.
• Positive team contributor with a supportive, service‑minded approach.
• Comfortable interacting with executives, clients, vendors, and staff.

Mid‑Senior level

Full‑time

Management and Manufacturing

Architecture and Planning