Studio Administrative Coordinator Job at McMillan Pazdan Smith in Huntsville

Description

The Studio Administrative Coordinator serves as the front-line receptionist for our studio, welcoming clients, guests, and team members while maintaining a warm and professional atmosphere. This role provides essential administrative support for the overall studio, ensuring smooth daily operations, assisting the Studio Leader with some administrative tasks, and managing general studio coordination. The ideal candidate is organized, personable, and ready to support the dynamic needs of our studio environment.

Administrative Support to Studio Leader Assist Leader with scheduling, meeting preparation, and other administrative tasks as needed.

Prepare and format documents, presentations, and reports on behalf of the Studio Leader.

Coordinate travel arrangements, including booking flights, accommodation, and managing itineraries when necessary.

Help draft and distribute internal communications on behalf of the Studio Leader.

Complete expense reports.

Conduct initial research or information gathering for presentations and projects as requested.

Assist in preparing and formatting documents, reports, and presentations.

Organize, scan, and maintain files, records, and documents for the practice area, as requested.

Prepare agendas, take notes, and distribute minutes for key team meetings.

Complete expense reports and similar administrative reporting.

Studio Support Willingness to assist with studio front office supporting, including : Greet clients, guests, and team members professionally and warmly, ensuring a positive and welcoming atmosphere.

Manage the studio phone system, directing calls to the appropriate team members and responding to general inquiries.

Maintain the reception area, ensuring it is tidy, organized, and stocked with necessary materials.

Coordinate incoming and outgoing mail and package deliveries, notifying team members of arrivals and ensuring timely distribution.

Provide assistance to visitors by coordinating parking, suite access, and Wi‑Fi setup.

Maintain and update the team member and visitor log.

Firm-wide Support Coordinate and manage the Firm’s weekly Monday10 presentation, including : In coordination with the scheduling team, disseminate calendar appointments and weekly reminders to upcoming presenters.

Assemble weekly Monday10 Power Point agenda slides for presentation on Monday morning.

Coordinate with IT on updates + changes prior to weekly, firm-wide presentation.

Requirements High School Diploma or GED Equivalent

Five (5) + years related experience in a fast-paced professional environment

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology and scheduling tools.

Familiarity with Adobe Creative Suite software.

Strong organizational skills, with the ability to prioritize multiple tasks.

Excellent written and verbal communication skills.

Exceptional time management skills.

Strong attention to details.

Ability to provide excellent customer service (internally and externally).

Ability to work independently while also effectively collaborating within a team environment.

Demonstrated ability to handle sensitive information with confidentiality and discretion.

Demonstrated cultural awareness and sensitivity.

Preferred Qualifications

Bachelor’s degree.

Familiarity with organizational governance and reporting.

Willingness to learn new technologies.

Experience with contracting software.

Previous experience supporting leadership in a professional services, architecture, or engineering firm.

Robust experience managing logistics and supporting event planning for industry events, workshops, or client meetings.

Knowledge of AIA related contracts and software.

Knowledge of data analytics, processes, visualization, and related support software.

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands and arms; balance, stop, kneel, or crouch; speak or listen. The employee must occasionally lift and / or carry up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Workplace Environment : Workplace environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. While performing the duties of this job, the employee may occasionally be exposed to hazardous working conditions in conjunction with construction site visits. The noise level in the construction zone may be loud. While performing the duties of this job, the employee is not exposed to hazardous working conditions. The noise level in the work environment is usually moderate.

McMillan Pazdan Smith is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, religion, color, national origin, age, disability, veteran’s status or any classification protected by state or local law. If you need a reasonable accommodation to access the information provided on this web site, please contact Human Resources at : hr@mcmillanpazdansmith.com for further assistance.

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