Studio Coordinator – Administrative Assistant

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