Studio Host/Coordinator

About the Role

This position requires a well-organized, friendly and professional individual with excellent communication skills. You will need to be able to prioritize tasks and manage your time effectively. You will have administration experience and understand the successful management of a studio as well as collaborating with Studio Leadership and Executives.

Qualifications:

• 2+ years of team administrative assistant experience
• Ability to work with a diverse and large group of creative professionals
• Must be detail oriented and highly organized with an ability to manage multiple priorities
• Strong customer service skills and flexibility are key
• Excellent professional writing and communication ability
• Expert computer skills; Microsoft Office Suite—Word, Excel, PowerPoint, Outlook are a must; experience with the full Adobe Suite desired
• Familiar with project management is an advantage
• Experience in an architecture/design firm is an advantage
• Knowledge of the local area is an advantage

Candidate must:

• Be extremely organized and detail-oriented, and anticipate the needs of the Executive staff
• Possess outstanding communication and personal interaction skills, and demonstrated collaboration abilities
• Be able to work in a high-energy environment supporting multiple leaders needing varying levels of support
• Be dependable, organized, self-motivated, and goal-oriented
• Work independently while maintaining a team player attitude
• Good computer skills are necessary with experience in standard office programs
• Be friendly and engaging, reliable, and trustworthy

Key Responsibilities

• Studio Host/Concierge: arrange client meetings, team lunches, executive off-sites, and company parties and events, while welcoming of visitors and vendors by handling enquiries pleasantly and efficiently.
• Studio management: manage schedules and create PowerPoints for weekly staff meetings and happy hours or team events. Coordinating the booking of meeting rooms, equipment and catering, and setting up any functions or events for the studio.
• Executive Assistant: book travel, manage executive architecture licenses, expense reports, timesheet support, and various other administrative tasks for executives. Also assist with finding flights and accommodations for visiting executives.
• Onboarding: assist regional HR and studio executives with new employee onboarding including workstation set up, welcome & greeting and onboarding calendar.
• Maintaining meeting rooms, communal spaces, print room and kitchen – ensuring they are fully stocked and tidy at all times
• Ordering all Studio supplies including beverages, snacks, etc.
• Mail collection and distribution

How to apply

Applicants are required to submit a resume via our LinkedIn Job Post. Applications will be treated in the strictest confidence. All personal data collected by the Company will be kept confidential and only used for recruitment purposes. We do not accept unsolicited resumes or names from agencies.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.