Studio Coordinator - Administrative Assistant

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems.  Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.

Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. At our core we embody an entrepreneurial spirit, always looking ahead for new ways to innovate and add to our clients' success. We share the belief that design has the power to transform organizations and change lives; whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building.

Our work reflects an enduring commitment to sustainability, and we believe that a diversity of voices and cultures is one of the most powerful strategic tools for securing lasting competitive advantage.

As the world’s largest design firm, Gensler has a unique obligation and opportunity to focus on sustainability in the built environment. We deepened our commitment to combat the impact on climate change in the built environment when we launched Gensler Cities Climate Challenge (GC3) in 2019. This is our pledge to meet an ambitious goal: the elimination of all greenhouse gases from our work by 2030.

Your Role

Use your passion for service and attention to detail to help the Gensler team bring designs to life. As a Studio Coordinator in the Gensler Riyadh office, you will provide administrative support to a team of industry-leading designers and architects. You're at the heart of your studio’s activities and the soul that keeps your office moving forward. 

What You Will Do

Office Support

• Support day-to-day operations for Gensler Riyadh office, including calendar maintenance,  email screening, travel arrangements, filing and expense reports.
• Support Managing Director and Principals with all administrative needs, including scheduling of meetings, answering phones, travel arrangements, correspondence, etc.
• Coordinates detailed travel reservations and oversees that changes or problems are resolved and communicated; including ensuring that HR have the individuals on Gensler travel insurance policy.
• Government liaison – managing the administration of government department liaison such as Saudi Council of Engineers; Riyadh Municipality etc.
• Coordinate internal and external meetings.
• Submit vendor/supplier invoices (Rental, AC bills, Stationary, Coffee order etc.) into Coupa system.
• Compiles and submits accurate expense reports as required and reconciles credit card statements monthly.
• Addresses miscellaneous tasks as requested or designated by Managing Director or member of Office Leadership.
• Promote office culture by planning studio retreats, outings, and celebrations.
• Maintains conference rooms, pantry, sample library and front desk area.
• Manage daily communications with internal and external parties.

HR Support

• Assist and facilitate the set-up of preparations for Firmwide presentations and bonus night celebrations and other office events.
• Assist with onboarding of new employees.
• Assist with terminating leavers paperwork and returning equipment.

Additional Responsibilities

• Coordinate office moves and clean-ups.
• Coordinate seating for new hires in office.
• Work closely with Operations, Marketing, Accounting, and HR in support of office administration and report requests.
• Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.  
• Engage and collaborate with the larger team on sustainability efforts and initiatives.  
• Research and implement ways to optimize our internal workflow environmental impact. 

Your Qualifications

• Minimum 5 years’ experience in office administration or as an Executive. Administrative Assistant supporting Executive-Level .
• Bachelor’s degree or equivalent.
• Management in a fast-paced corporate environment.
• Demonstrates initiative and planning; capable of anticipating a manager's needs and staying "two steps ahead".
• Excellent written and verbal communications skills.
• Proficient in MS Office (Word, Excel, Outlook), knowledge of InDesign a plus.
• Must be self-motivated and capable of working under tight deadlines.
• Extreme attention to detail and the ability to multi-task and prioritize required.
• Experience handling sensitive material with discretion and confidentiality

Life at Gensler

Gensler Asia-Pacific and Middle East is committed to Diversity, Equity and Inclusion through our Five Strategies. In partnership with our clients, we strive to create a just and equitable future for our communities and our colleagues. We celebrate our diversity and are focused on creating an inclusive workplace environment for all.

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to “Well-being Week,” our offices reflect our people’s diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.