Sr. Administrative Assistant

Job Description

Job Description

We are looking for a Sr. Administrative Assistant to support studio leadership and help keep daily operations organized in Dallas, Texas. This contract-to-permanent position is ideal for someone who thrives in a fast-paced environment, manages competing priorities with discretion, and brings a strong, service-oriented approach to administrative support. The role will partner closely with directors, operations leadership, and project teams to coordinate schedules, travel, documentation, and studio activities that keep the office running smoothly.

Responsibilities:
• Manage complex calendars for studio leaders, coordinating appointments, internal discussions, and priority meetings while resolving scheduling conflicts efficiently.
• Arrange business travel for leadership and studio team members, including domestic and international itineraries, using approved corporate booking tools and ensuring all plans are accurate and complete.
• Provide day-to-day administrative support to directors and principals by preparing correspondence, organizing meetings, and submitting expense documentation in a timely manner.
• Support studio operations by coordinating team meetings, assisting with staffing-related administration, tracking financial details, collecting timecards, and helping prepare proposals and presentation materials.
• Review, format, and proofread client and consultant contract documents to help ensure accuracy, consistency, and clear presentation.
• Assist project and design managers with administrative coordination such as maintaining project folders, recording RFIs and submittals, setting up new job records, and distributing meeting notes.
• Plan internal and external onsite meetings by reserving spaces, developing agendas, arranging refreshments, and welcoming visitors in a thoughtful manner.
• Help foster a positive office environment by organizing retreats, celebrations, and team outings while monitoring the studio’s social event budget.
• Maintain records for licenses, memberships, and archived project files, and provide occasional backup support for reception and other administrative team members as needed.• Proven experience providing senior-level administrative support in a fast-paced, detail-focused environment.
• Strong calendar management skills with the ability to coordinate multiple priorities and executive schedules.
• Experience arranging detailed domestic and international travel through corporate travel platforms.
• Ability to prepare, edit, and proofread business documents with strong attention to detail and accuracy.
• Comfortable supporting meetings, conference calls, expense reporting, and general office coordination tasks.
• Strong organizational and communication skills, with the ability to work effectively across leadership, project teams, and administrative partners.
• Proficiency with standard office software and the ability to manage confidential information with discretion.