Administrative Assistant

RPStaffing is conducting an immediate search for the Studio Coordinator with one of the largest creative design firms in the world. This is an immediate permanent opening and will start out as temp-to-hire.

Status : Temp-to-Hire

Job Title : Studio Coordinator

Hours : Full-time / 8:30 to 5:30 / Monday to Friday

Office Status : Onsite

Office Location: Washington, D.C.

Hourly Compensation During Initial Temporary Period : $22.00 to $25.00 depending on experience

Annual Compensation When Permanent : $65,000 to $75,000 plus comprehensive benefits

As a Studio Coordinator, you will be responsible for proactively anticipating and responding to the administrative needs of the studio so that the Studio Directors and team members can focus on providing excellent client service, innovative designs and seamless delivery. Your objective will be to elevate the client and employee experience in a manner that promotes a positive work environment for our employees and proudly conveys the brand to our clients. Through these efforts you will be contributing to our mission to create a better world through the power of design.

RESPONSIBILITIES

• Support day-to-day operations of two studios, including calendar maintenance, meeting/event coordination, travel arrangements, time sheets, expense reports, and credentialing.
• Maintain a clean and organized office space, both physically and digitally.
• Assist with administrative aspects of client projects including business correspondence, proposals, contracts, meeting notes, project filing, and new project setup.
• Maintain log of professional credentials for the Principals/stampers in the office.
• Work with staff members to help complete expense reports and timesheets in a timely manner, including signature coordination with Studio Leaders and Principals.
• Review completion/exemption reports for timesheets.
• Work closely with Shared Services groups in support of office administration and report requests.
• Be the first stop for fielding questions for staff members, with a positive and helpful attitude.
• Miscellaneous tasks requested or designated by studio Principals, any Studio Leader or other team member.
• Schedule interviews and assist with studio and office onboarding for new hires.
• Assist with planning and executing office-sponsored activities and events, working overtime as needed to set up, attend and clean up
• Manage studio PTO calendar and PTO staffing.
• Ensure clients and visitors feel welcome, comfortable and attended to
• Front desk reception back-up: Greet and direct visitors, answer phones, receive mail, packages, and coordinate interoffice mailings.
• Support for Principals, Office/Studio Leaders, Business Leaders and Senior Hires including Calendar Management, Travel Coordination, Expenses Reports/P-Card Reconciliation, Coordination of Professional Development Plan Meetings and 90-Day Reviews, New Hire/Onboarding Support, and Presentation support

CAPABILITIES

• In addition, candidates should be able to take ownership of tasks and exhibit a high level of initiative and follow-through in a dynamic environment.
• Highly organized and mission-focused - ability to complete tasks accurately and efficiently.
• Natural propensity to bring a fun, optimistic and energetic spirit to daily office meetings and interactions
• Demonstrable, natural passion for helping people.
• Interest in and knowledge of art, design, technology, human-centered design, architecture, product design and/or interior design are a plus.
• Highly proficient in Microsoft platforms such as PowerPoint, Excel, OneNote, Outlook. Ability to troubleshoot minor support issues across Mac and Windows platforms.
• Ability to balance multiple workflows and sometimes overlapping requests that occur in a work environment.
• Ability to verbally share/present information in a clear and highly engaging way, in both individual and large-group settings.
• Ability to manage time, identify priorities and organize projects and tasks based on a client­ first/client-service mindset
• Ability to anticipate the needs of the people you work with and proactively follow up to meet their needs
• Ability to quickly learn the routines of the office/studio and assist with the development of structures and procedures
• Self-awareness and ability to handle interpersonal relationships, judiciously and empathetically
• Ability to plan and organize special events and activities
• Discretion and ability to maintain confidentiality
• Positive attitude and professional demeanor that represent the brand with excellence

EXPECTATION S

• Equally attentive to both studios and studio leaders
• Curate, plan and contribute to company-sponsored studio events that foster a creative and enjoyable experiences for team members
• Produce accurate, high-quality work that meets deadlines
• Develop a reputation as a pro-active, trusted, reliable team member
• Demonstrate initiative, shared accountability and commitment to meeting deadlines
• Demonstrate a basic understanding of the business
• Demonstrate proficiency in the technologies related to your work
• Stay teachable, continue to learn new skills that could be helpful to studio and team needs (Bluebeam, InDesign, Tableau)
• Contribute to a positive, engaging work climate
• Embody our Guiding Principles and "One-Firm Firm Philosophy" and demonstrate our values of "people first", "we vs. I", trust and collaboration

This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties or benefits. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.