Studio Administrator (Finance)
We are an award-winning design firm, fueled by ideas and a culture of collaboration. Our purpose-driven approach creates healthy places, strong communities and a resilient environment. That's where you come in. With leading clients, diverse colleagues and offices in creative capitals around the globe , a career at NBBJ will inspire you to be extraordinary and help create lasting change. You can learn more about our firm , see what it's like to work here and explore recent projects and ideas at NBBJ.com . Join us to make an impact today!
The role at a glance:
We are looking for an administrative professional w ith a passion for clear communication and organization to support our Design Studios in Seattle. In this role, you will represent three design studios and the NBBJ firm in a professional, positive, thoughtful and uplifting way.
This position focuses on the management of complex, fast-paced daily schedules of the Studio Core Teams while also providing exceptional administrative support for studio needs.
This position will also work collaboratively within the studio administration team to manage workloads across the studio and project teams, while maintaining a high-performance environment for our teams.
Initiative, resourcefulness, critical thinking, and analytical skills and an exceptional ability to manage multiple stakeholder priorities are key characteristics for this position. It requires a highly organized, team-focused and unflappable person who can work effectively under pressure while projecting grace and optimism, working positively with people who are often traveling, and juggling multiple and competing priorities.
In your new role, you will:
Studio Leadership Support:
- Focused support for three Studio Core Teams
- Daily management and coordination of multiple leadership calendars, looking ahead and managing conflicts while anticipating leadership, team, and client needs.
- Coordinating travel arrangements and submitting expense reports, timesheets as necessary.
- Scheduling, coordination and hospitality for client and studio meetings or events
- Budget tracking and reconciliation
- Timecard management and reconciliation
- A high degree of professionalism and confidentiality around sensitive issues
General Studio Support:
- Conference room scheduling and set up, including equipment, technology, supplies, and coordinating with caterers for food and beverage delivery
- Composing meeting notes and general correspondence as needed
- Responsible for keeping all studio/employee information current, including contact information and vacation calendars
- Printing/binding/scanning documents as needed
- Technology liaison for the studio (printers, meeting technologies, file share sites, etc.)
- Coordination of packages, deliveries, and incoming mail
- Assist with onboarding new employees into the studio
- Support the annual career development process and programming
- Interfacing and collaboration with various departments within the firm on behalf of the studio
- Special event planning and logistics for both on-site and off-site events
- Project file maintenance: flat files, samples, storage, archive requests and electronic files
- Support studio/desk moves as needed in partnership with Office Services
- Maintain studio space
- Graphic assistance for projects as needed
What you will need to succeed:
- Minimum of 7+ years' experience in administrative support role; experience in an architecture/design firm a plus
- Previous experience supporting multiple senior leaders
- Strong customer service skills and flexibility are key
- Attention to detail, ability to prioritize, ability to look around corners and plan ahead
- Exceptional communication skills
- Ability to work with a diverse and large group of creative professionals
- Must be detail oriented and highly organized
- Expert computer skills; MS Office-Word, Excel, PowerPoint, Outlook are a must; experience with the full Adobe Suite, SharePoint, MS Teams, MS Project, and other collaboration platforms desired.
- Experience with design/collaboration platforms like Mural and InDesign a plus
The hourly rate for this role is anticipated to be between $28.00 and $35.00 for Seattle. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience.
NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer.
